Role Overview

Reporting to the Supervisor, Administrative Accounting and providing support to the Senior Administrative Accountant, the Administrative Accounting Assistant is mainly responsible for supporting accounts receivable, accounts payable, and general ledger activities. The role focuses on accurate processing and coding of invoices, supervising and allocating bank transactions, maintaining customer master data, and resolving billing and payment issues. The position supports monthly and annual close activities through reconciliation and timely postings, assists with audit requests, prepares routine and ad hoc reports, and provides back support for project set-up.

The ideal candidate will have an accounting background or have completed an undergraduate accounting program. Strong interpersonal skills, attention to detail, and the ability to meet tight deadlines are essential. Knowledge of accounts receivable and accounts payable procedures, along with intermediate proficiency in Excel, is helpful.

Key Responsibilities

• Be a courageous safety leader, adhere to and sponsor safety and environmental rules and procedures.
• Apply detailed knowledge of Accounts Receivable (A/R) procedures and methods to ensure accurate data entry. Review project markups and taxes, and process invoices on time.
• Monitor bank accounts to ensure transactions are accurately allocated and recorded.
• Maintain customer master data files accurately and in a timely manner.
• Respond to A/R queries from internal departments and customers through investigation and analysis.
• Review and approve Accounts Payable (A/P) invoices for proper authorization, accurate coding and posting.
• Provide mentorship to staff regarding coding standards and procedures.
• Ensure A/P processes align with SOX documentation and internal controls.
• Track, monitor, and resolve issues related to invoice payments, coding discrepancies, and interdepartmental communications.
• Prepare monthly reconciliations for assigned balance sheet accounts and investigate discrepancies promptly.
• Assist with month-end and year-end close processes, ensuring timelines and accuracy are maintained.
• Assist with internal and external audit requests, ensuring documentation is complete and readily available.
• Prepare ad-hoc postings and reports, such as surveys, annual financial statements for subsidiaries, and indirect tax returns, as requested by the Supervisor
• Provide backup assistance for project initiation.

Qualifications

• Possess experience in accounting or have finished an undergraduate program in accounting.
• Ability to communicate effectively across all departments and levels of responsibility by email, phone, or in person
• Familiarity with procedures for managing incoming and outgoing payments to guarantee detailed data input and timely processing.
• Microsoft Dynamics 365 experience is preferred.
• Intermediate knowledge of Excel is preferred.
• Ability to multitask, tackle problems, and suggest solutions.
• Ability to perform repetitive tasks with a strong attention to detail and within tight deadlines.