Accounting Assistant

Altamira Material Solutio • Houston, TX

2d • Onsite

About The Position

The Accounting Assistant is responsible for supporting the day-to-day accounting and administrative functions of a manufacturing facility. This position will have a broad range of responsibilities across accounts payable, accounts receivable, cash management, account reconciliations, invoicing, collections, shipping documentation, and general office administration. The ideal candidate is highly organized, detail-oriented, dependable, and comfortable working in a fast-paced manufacturing environment. This position requires strong communication skills and the ability to work effectively with customers, vendors, employees, shipping personnel, and the Finance team.

Requirements

• 2+ years of accounting, bookkeeping, or related business experience preferred.
• High school diploma or equivalent required.
• Experience with accounts payable and/or accounts receivable.
• Strong attention to detail and accuracy.
• Strong organizational and time-management skills.
• Proficiency with Microsoft Excel and Microsoft Office.
• Ability to prioritize multiple responsibilities and meet deadlines.
• Strong written and verbal communication skills.
• Ability to work independently while also collaborating effectively with others.
• High level of integrity and ability to maintain confidential information.

Nice To Haves

• Experience working in a manufacturing or industrial environment.
• Experience with an ERP system such as SysPro, Macola, JobBOSS, or similar.
• Experience with both AP and AR functions.
• Experience with customer collections and cash application.
• Basic understanding of general ledger accounting and account reconciliations.

Responsibilities

• Process vendor invoices accurately and timely, including matching invoices to purchase orders and receiving documentation when applicable.
• Verify invoice coding, approvals, pricing, quantities, and supporting documentation.
• Maintain accurate vendor records and resolve invoice discrepancies with vendors and internal departments.
• Prepare vendor payment runs and assist with monitoring payment due dates and cash requirements.
• Respond to vendor inquiries regarding invoice status, payments, and account balances.
• Maintain organized AP records and supporting documentation.
• Assist with monthly AP reconciliations and reporting.
• Support annual 1099 filing for all sites.
• Prepare and process customer invoices accurately and timely based on sales orders, shipments, contracts, and other supporting documentation.
• Post customer cash receipts and ensure payments are applied accurately to customer accounts.
• Monitor customer account balances and assist with identifying past-due invoices.
• Perform routine customer collections activities, including contacting customers regarding outstanding balances and documenting collection efforts.
• Assist with resolving customer account discrepancies, short payments, credits, and unapplied cash.
• Maintain accurate customer account records and supporting documentation.
• Assist with customer account reconciliations as needed.
• Manage and maintain customer shipping and invoicing documentation to ensure accurate and timely billing.
• Coordinate with shipping, production, customer service, and sales personnel to obtain required documentation.
• Verify shipment information against customer orders and invoicing requirements.
• Assist with resolving documentation issues that may delay customer invoicing or payment.
• Support the Finance team in ensuring that shipments are properly documented and invoiced.
• Review and process employee expense reports for completeness, proper coding, and required approvals.
• Answer and direct incoming phone calls and assist visitors as needed.
• Manage general office correspondence and administrative documentation.
• Maintain organized electronic and physical accounting records.
• Assist with ordering office supplies and other general administrative needs.
• Provide administrative support to the Finance and Operations teams as needed.
• Support month-end and year-end accounting activities.
• Assist with internal and external audit requests by providing requested documentation.
• Maintain confidentiality of financial, customer, vendor, and employee information.
• Follow company accounting policies, internal controls, and procedures.
• Identify opportunities to improve accounting processes, documentation, and efficiency.
• Perform other duties and special projects as assigned by the Controller or Finance Director.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED