Accounting Administrative Assistant

PartsBase Inc.•Deerfield Beach, FL

10d•Onsite

About The Position

PartsBase Inc. is seeking a seasoned Accounting Administrative Assistant to join their finance operations team. This role is crucial for managing day-to-day Accounts Receivable (AR) functions, including processing payments, managing invoicing, driving collections, and handling billing inquiries from a global member base. The position requires autonomous execution of routine tasks while collaborating with the accounting team on month-end activities, reconciliations, and process optimization. The company emphasizes a TEAM-focused, inclusive culture and is looking for a motivated, well-organized individual with a strong understanding of customer relationships. PartsBase operates in a fully remote environment, but this specific role requires an onsite presence.

Requirements

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.
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 like 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.
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.
Exceptional attention to detail and accuracy—you take pride in error-free work.
Highly organized with strong time management skills and ability to prioritize competing demands.
Self-starter who can work independently with minimal supervision while knowing when to ask questions.
Reliable and dependable—you show up on time and follow through on commitments.
Collaborative team player who contributes to a positive, supportive work environment.
Adaptable and resilient in a fast-paced environment with changing priorities.
Maintains confidentiality and exercises discretion when handling sensitive financial information.
Solution-oriented mindset with a commitment to continuous learning and professional growth.

Nice To Haves

Bachelor's degree in Accounting, Finance, Business Administration, or related field preferred.
Associate's degree with relevant experience will be considered.
Certifications in bookkeeping, accounts receivable, or credit management are a plus.

Responsibilities

Process and reconcile AR payments daily, including check deposits, wire transfers, ACH transactions, and electronic payments through Stripe and CRM.
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.
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.
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 with 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.
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 in Digital Office initiative to move all physical paper and processes into digital storage.
Back up other accounting team members during peak periods or absences.