Accounting Assistant

Job Summary

The Accounting Assistant will support the Finance team by handling day-to-day accounting transactions with a primary focus on Accounts Receivable (AR), Accounts Payable (AP), sales collections and follow-ups, vendor payments and aging, customer account setup, bank reconciliation, and month-end closing procedures. The role requires experience using QuickBooks and exposure to Warehouse Management Systems (WMS) and Transportation Management Systems (TMS) to support accurate financial recording related to logistics and operations.

Key Responsibilities

Accounts Receivable (AR)

Record and post AR invoices accurately and on a timely basis in QuickBooks

Monitor customer accounts and maintain updated AR aging reports

Conduct regular sales collection follow-ups via email or other communication channels

Apply customer payments and investigate billing discrepancies, short payments, or unapplied balances

Coordinate with Operations and Sales teams to resolve billing and collection issues

Accounts Payable (AP)

Record, verify, and process AP invoices in QuickBooks, ensuring accuracy and proper approvals

Maintain AP aging schedules and monitor due dates

Prepare and process vendor payments in accordance with agreed payment terms

Reconcile vendor statements and resolve invoice discrepancies

Customer & Vendor Management

Set up and maintain customer and vendor master data in QuickBooks, WMS, and TMS systems

Ensure completeness and accuracy of supporting documents and system records

System & Operational Coordination

Coordinate accounting records with WMS and TMS data to ensure accurate billing, revenue recognition, and cost recording

Assist in reconciling operational data (shipments, deliveries, storage, freight charges) with accounting records

Bank & Account Reconciliation

Perform bank reconciliations and investigate reconciling items

Assist in reconciling other balance sheet accounts as required

Month-End & Reporting Support

Assist in month-end closing procedures, including preparation of schedules and account reconciliations

Support the preparation of AR, AP, and cash flow reports

Maintain organized accounting files and documentation for audit and internal review

Qualifications

Bachelor's degree in Accounting, Finance, or a related field

At least 12 years of relevant accounting experience, with hands-on AR and AP responsibilities

Working knowledge of QuickBooks (required)

Experience or familiarity with WMS and TMS software (preferred)

Basic understanding of accounting principles and month-end processes

Proficiency in MS Excel

Strong attention to detail and accuracy

Preferred Skills

Experience in collections and aging management

Ability to work with operational systems and reconcile them with accounting records

Strong organizational and time-management skills

Good communication skills for customer and vendor coordination

Work Attributes

Detail-oriented and highly organized

Proactive in following up outstanding balances

Able to work independently and collaboratively with cross-functional teams