Accounting and Administrative Assistant

DataDelivers•Schaumburg, IL

23h•Onsite

About The Position

The AP/AR & Office Assistant is a part-time position based on three days per week at our Schaumburg, Illinois office, working up to 24 hours per week. This role is responsible for supporting the day-to-day financial operations of the business, including processing accounts payable and accounts receivable transactions, maintaining accurate financial records, and providing general office administration support. This position reports to VP of Operations and works closely with internal teams to ensure smooth and efficient business operations.

Requirements

0–2 years of experience in an accounts or administration role (including internships or work placements)
Proficiency in Microsoft Office, particularly Excel and Word
Familiarity with accounting software (training will be provided)
Strong attention to detail and a high level of accuracy
Good organizational and time management skills with the ability to prioritize tasks
Clear and professional written and verbal communication skills
A positive, proactive attitude and willingness to learn
Very Detailed Orientated with strong organizational skills
Enjoys both independent and collaborative work scenarios
Authorize to work in the US

Responsibilities

Accounts Payable Process and verify supplier invoices, ensuring accuracy internal approvals and timely payment
Maintain and update the AP ledger and vendor records
Process weekly payment runs and follow-up on any discrepancies
Accounts Receivable Maintain accurate monthly customer invoices to budget with Customer Success Managers
Monitor outstanding accounts and follow up on overdue payments
Apply and reconcile customer payments to the correct accounts
Month-End Close & Reconciliation Support the month-end close process by ensuring all AP and AR transactions are recorded accurately and on time
Perform reconciliations of accounts payable and accounts receivable ledgers to the general ledger
Investigate and resolve any discrepancies or unreconciled items in the accounting system
Verify that all invoices, payments, and receipts are correctly posted and coded in the accounting system
Assist with bank reconciliations, ensuring all transactions are accounted for and properly reflected
Assist with monthly accruals
Ensure all supporting documentation is complete, organized, and audit-ready
Office Administration Manage incoming and outgoing correspondence, mail, emails, and filing
Maintain organized digital and physical records and document management systems
Support the team with scheduling, data entry, and general administrative tasks
Assist with ordering office supplies and managing stock levels
Provide ad hoc support to management as required