Accounts Payable/Data Entry/Administrative Assistant

Job Summary:

We are seeking a detail-oriented and organized Accounts Payable/Data Entry/Administrative Assistant to join our finance team. This position plays a crucial role in ensuring accurate and timely processing of invoices, maintaining financial records, and providing administrative support to the Controller and the finance department. The ideal candidate will have strong attention to detail, excellent organizational skills, and a willingness to learn.

Key Responsibilities:

1. Accounts Payable Management:

• Review and process invoices received from vendors and ensure accuracy and completeness.
• Verify expenses and payment requests against purchase orders and receipts.
• Prepare and process payment runs, including checks, ACH transfers, and other payment methods.
• Reconcile vendor statements and follow up on any discrepancies.

1. Data Entry:

• Enter financial transactions and data into the accounting system accurately and promptly.
• Maintain organized records of all accounts payable documents and financial transactions.
• Assist in the preparation of monthly financial reports by providing relevant data.

1. Administrative Support:

• Provide general administrative support to the Controller, including scheduling meetings and managing correspondence.
• Assist in the preparation of financial reports, budgets, and forecasts as needed.
• Manage filing systems and ensure that documentation is kept up to date and organized.
• Respond to internal and external inquiries regarding financial transactions.

1. Collaboration:

• Work closely with other departments to resolve any discrepancies or issues related to accounts payable.
• Assist in the year-end audit process by providing necessary documentation and support.

1. Compliance and Best Practices:

• Ensure compliance with company policies and procedures, as well as relevant regulations.
• Identify opportunities for process improvements and efficiencies in the accounts payable workflow.

Qualifications:

• High school diploma or equivalent; an associate's degree in finance, accounting, or a related field is preferred.
• Previous experience in accounts payable, data entry, or administrative support is highly desirable.
• Proficient in Microsoft Office Suite, particularly Excel; experience with accounting software (e.g., QuickBooks, Sage) is a plus.
• Strong attention to detail and accuracy in data entry and financial transactions.
• Excellent organizational skills and the ability to prioritize tasks effectively.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team in a fast-paced environment.