Accounting Administrative Assistant

Overview

This role supports finance operations as an Accounting Administrative Assistant with a focus on accounts receivable (AR) and billing. Responsibilities include processing payments accurately, managing invoice cycles, driving collections, and serving as the primary resource for billing inquiries from a global customer/member base.

Responsibilities

Accounts Receivable & Payment Processing

• Process and reconcile AR payments daily, including check deposits, wire transfers, ACH transactions, and electronic payments through Stripe and the CRM system
• Apply customer payments accurately to open invoices, resolving discrepancies and unapplied cash promptly
• Perform daily cash reconciliation and prepare bank deposit documentation
• Maintain organized records of all payment transactions with proper supporting documentation
• Identify and research payment discrepancies, short payments, and billing disputes

Invoicing & Billing Management

• Generate and distribute customer invoices accurately and on schedule, ensuring compliance with contract terms
• Set up and manage invoice approvals for DURA and Net 30 customers according to credit policies
• Review and verify purchase orders against invoices to ensure accuracy before processing
• Process credit memos, billing adjustments, and invoice corrections as needed
• Support month-end billing cycles and assist with revenue recognition activities

Customer Service & Inquiry Management

• Serve as primary point of contact for billing inquiries via phone, email, and shared accounting inboxes
• Respond promptly and professionally to questions regarding invoices, payment confirmations, account balances, and Stripe payment links
• Research and resolve billing discrepancies, posting errors, and customer concerns using a solution-oriented approach
• Process refund requests following established approval procedures
• Send professional payment reminders, collection letters, and account statements
• Negotiate payment arrangements and work with customers to resolve outstanding balances

Administrative & Operational Support

• Post lockbox activity daily in CRM and Stripe; communicate remittance address updates to customers
• Maintain accurate filing systems for accounts receivable documentation (digital and physical)
• Assist with month-end close tasks, including AR aging analysis, reconciliations, and journal entries
• Support audits by providing requested documentation and account detail
• Identify opportunities for process improvements and contribute to efficiency initiatives
• Assist with moving physical paper processes into digital storage
• Back up other accounting team members during peak periods or absences

Requirements

Required Experience & Skills

• 3-5 years of hands-on experience in an accounting support role with significant exposure to accounts receivable, invoicing, and payment processing
• Proven track record of accurately processing high volumes of financial transactions with minimal errors
• Strong understanding of AR aging, collections processes, and credit management principles
• Experience with payment processing systems (ACH, wire transfers, credit card processing platforms)
• Demonstrated ability to reconcile accounts, identify discrepancies, and resolve issues independently
• Solid grasp of basic accounting principles, including debits/credits, revenue recognition, and the AR cycle

Technical Proficiency

• Intermediate to advanced Microsoft Excel skills (VLOOKUP, pivot tables, formulas, data analysis)
• Experience with CRM platforms (Salesforce or similar) and accounting software (QuickBooks, Sage, or comparable systems)
• Familiarity with payment processing platforms such as Stripe, PayPal, or merchant services portals
• Comfortable learning new software systems and adapting to technology changes
• Ability to generate reports and extract data for analysis and decision-making

Communication & Interpersonal Skills

• Excellent written and verbal communication skills, with the ability to interact professionally with customers, vendors, and internal stakeholders at all levels
• Proven customer service experience handling sensitive financial conversations and resolving disputes tactfully
• Strong phone presence and ability to manage difficult conversations while maintaining composure
• Clear, professional email communication with proper grammar, tone, and attention to detail

Work Style & Competencies

• Exceptional attention to detail and accuracy
• Highly organized with strong time management skills and ability to prioritize competing demands
• Self-starter who can work independently with minimal supervision and knows when to ask questions
• Reliable and dependable, with strong follow-through
• Collaborative team player; maintains confidentiality with sensitive financial information
• Solution-oriented mindset with commitment to continuous learning and professional growth

Education

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred
• Associate’s degree with relevant experience will be considered
• No CPA required

Certifications (Preferred)

• Certifications in bookkeeping, accounts receivable, or credit management are a plus

Compensation & Benefits

• Fully remote work environment

Location

• Fully remote