Accounting Assistant

Description

We are looking for a detail-oriented and highly organized Billing Coordinator & Accounting Assistant to join our Accounting team. In this role, no two days will be the same! You will be responsible for ensuring the accurate and timely processing of invoices and payments while providing excellent customer support. This position requires strong collaboration with various departments and direct interaction with customers to resolve billing inquiries. 

To thrive in this role, you should have exceptional communication skills, keen attention to detail, and strong time management abilities. You should be comfortable handling systematic tasks while also being flexible to pivot when priorities shift. A desire to learn continuously, support others, and work both independently and as part of a team is essential. 

Job Responsibilities: 

Job responsibilities include (but are not limited to) the following: 

Billing & Invoicing: 

• Close and bill work orders daily 
• Manage 28-day and monthly billing cycles 
• Ensure accuracy in invoicing through quality control measures 
• Submit invoices through online portals such as Ariba and Coupa 
• Complete lien waivers upon customer request 
• Prepare and submit Excel spreadsheet billing for select customers

Payments & Transactions: 

• Process and post cash, credit card, and electronic funds transfer transactions 
• Utilize remote deposit capture for check deposits 
• Separate checks from payment stubs and initiate refund check requests 
• Process E-check and check returns 
• Set up customers for ACH payments and manage receipt requests 
• Reconcile receipts with company credit card statements 

Customer Support & Documentation: 

• Assist customers via phone and email with billing inquiries, payment applications, and online invoice portals 
• Handle customer requests for credits and billing corrections 
• Process credit applications and send W-9 requests 
• Manage 501C3 donation letters 
• Handle customer receipt requests and maintain accurate records 

Requirements

To thrive in this role, you should possess the following qualifications: 

• Proficiency in Microsoft Office, particularly Excel 
• Strong mathematical, 10-key data entry, and computer skills 
• Exceptional attention to detail and accuracy 
• Ability to meet deadlines consistently 
• Excellent communication and interpersonal skills 
• Ability to work independently and collaboratively in a fast-paced environment 

If you're a motivated professional with a passion for accuracy, organization, and customer service, we encourage you to apply!