Accounting & Administrative Assistant

Expeditors•San Diego, CA

11h•$24 - $26

About The Position

The Accounting & Administrative Assistant supports the management and review of accounting functions and activities in accordance with company requirements by providing financial, clerical, and administrative services. The role reviews and processes service-provider invoices, monitors accounts and payment status, reconciles statements, researches discrepancies, and helps improve payment and billing processes. It also supports cost accounting and billing for Operations and performs branch administrative duties, including visitor management, travel arrangements, special projects and events, sales operations, and office-supply ordering and restocking. The position requires professional communication and collaboration with vendors, service providers, district teams, internal customers, and colleagues. The employee is expected to follow company policies and regulations, maintain accurate records and timely follow-up, provide reliable customer service, and participate in at least 52 hours of relevant training each year. The role is offered at 40 hours per week in a professional, international, open, and enthusiastic team environment, with a personalized development plan and potential career opportunities within the company.

Requirements

Technically proficient, with strong accounting, analytical, and research skills.
Excellent organizational skills and attention to detail.
Motivated self-starter who works with urgency.
Ability to thrive in a fast-paced and dynamic environment.
Proficiency in Microsoft Office applications, specifically Excel, and financial query tools.
Excellent written and oral English communication skills.
Experience working with Microsoft Word, Excel, OneNote, and Outlook.

Nice To Haves

Experience with Hyperion Financial Management is a plus.

Responsibilities

Review service-provider invoices for appropriate documentation, provisions, and approval before payment.
Enter invoices, check requests, and related items into financial systems accurately and on time.
Monitor accounts and reconcile statements to support timely payment of open invoices.
Review data to identify unresolved payment issues, process gaps, and payment trends.
Identify challenges in payment and billing processes and help develop action plans for improvement.
Follow company policies and regulations with integrity.
Communicate with vendors, service providers, and district teams about open invoices, escalating at-risk or past-due items.
Build and maintain collaborative relationships with vendors and the internal network.
Update internal systems with detailed action notes and timely follow-up.
Keep service-provider profiles current and aligned with corporate requirements.
Respond to service-provider inquiries and reconcile vendor statements monthly and quarterly.
Research, reconcile, and resolve invoice discrepancies.
Assist with projects, ad hoc data analysis, and other tasks assigned by management.
Aid and assist team members as needed.
Support Operations with cost accounting and billing.
Support branch administration, including visitor management, arranging travel itineraries, assisting with special projects and company events, supporting sales operations, and ordering and restocking office supplies.
Provide exceptional customer service, complete quality work, meet deadlines, prioritize effectively, communicate professionally, and collaborate with colleagues and customers.
Participate in company training, completing at least 52 hours of relevant training per year and required training in a timely manner.
Pursue professional development goals, including participating in a development plan as appropriate.