Role Overview

Reporting to the Supervisor, Administrative Accounting and providing functional 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, monitoring and allocating bank transactions, overseeing the customer information system, and resolving billing and payment issues. The position supports monthly and annual close activities by performing reconciliation and timely postings. It assists with audit requests, prepares routine and adhoc reports, and offers backup for project set-up.

The ideal candidate will have an accounting background or complete an undergraduate accounting program. Strong communication skills, attention to detail, and the ability to meet tight deadlines are essential. Familiarity with billing and payment processing procedures, along with intermediate proficiency in Excel, is preferred.

Key Responsibilities

• Be a courageous safety leader, adhere to and sponsor safety and environmental rules and procedures.
• Apply detailed knowledge of the Accounts Receivable (A/R) procedures and guidelines to ensure accurate data entry. Review project mark ups and taxes and process invoices promptly.
• Monitor bank accounts to ensure transactions are accurately allocated and recorded.
• Maintain customer master data files accurately and in a timely manner.
• Respond to accounts receivable queries from internal department and customers through investigation and analysis
• Review and approve accounts payable invoices for proper authorization, accurate coding and posting
• Provide guidance to staff regarding coding standards and procedures.
• Ensure accounts payable processes comply 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 in 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 support for project initiation.

Qualifications

• Possess experience in accounting or be currently pursuing a bachelor's degree in the field or have equivalent experience
• Ability to communicate effectively across all departments and levels of responsibility by email, phone or in person
• Understanding of the procedures and standards associated with Accounts Receivable and Accounts Payable to ensure accurate data input and timely processing. Microsoft Dynamics 365 or/and SAP experience is preferred.
• Intermediate and above knowledge of Excel
• Ability to multitask, solve problems and suggest solutions
• Ability to perform repetitive tasks with a strong attention to detail and within a tight deadline