About Us
Ally Door Hardware is a growing commercial Architectural Door Hardware company specializing in Division 8 aftermarket sales, service, and installation throughout the New York City area. We provide door, frame, hardware, locksmith, and security solutions to commercial, institutional, healthcare, retail, and property management clients.
We are seeking a highly organized and detail-oriented Administrative Assistant with strong QuickBooks experience to support our accounting and office operations team.
Position Summary
The Administrative Assistant – QuickBooks A/P & A/R is responsible for supporting daily accounting and administrative functions, including vendor bill entry, customer invoicing, payment processing, collections follow-up, record management, and general office administration.
The ideal candidate is organized, proactive, professional, and comfortable working in a fast-paced office environment where accuracy and follow-through are critical.
ResponsibilitiesAccounts Payable (A/P)
- Enter and process vendor bills in QuickBooks
- Match vendor invoices to purchase orders and supporting documentation
- Maintain vendor records and payment schedules
- Communicate with vendors regarding invoices, credits, and payment inquiries
- Assist with payment processing and filing
Accounts Receivable (A/R)
- Generate and distribute customer invoices
- Monitor outstanding invoices and aging reports
- Follow up on overdue accounts professionally and consistently
- Assist with collections efforts
- Apply customer payments accurately in QuickBooks
Administrative Support
- Answer and direct incoming phone calls
- Maintain electronic and physical filing systems
- Assist with document preparation and data entry
- Support customer and vendor communications
- Coordinate office paperwork and administrative tasks
- Assist management with special projects as needed
Accounting Support
- Prepare documentation for bank and credit card reconciliations
- Maintain organized accounting records
- Assist with month-end administrative processes
- Support accounting department reporting requirements
QualificationsRequired
- Minimum 2 years of administrative experience
- Minimum 2 years of QuickBooks experience
- Experience with Accounts Payable and Accounts Receivable
- Strong organizational and time management skills
- Excellent attention to detail
- Professional written and verbal communication skills
- Proficiency in Microsoft Office and Google Workspace
Preferred
- Experience in construction, building products, architectural hardware, locksmith, facilities, property management, or service industries
- Experience with collections and customer billing
- Knowledge of purchase orders, invoices, and vendor management
Success Factors
The ideal candidate:
- Is highly organized and dependable
- Can manage multiple priorities simultaneously
- Follows through on tasks without constant supervision
- Is comfortable communicating with customers regarding invoices and payments
- Takes ownership of their work and maintains accuracy
Benefits
- Paid Time Off (PTO)
- Paid Safe & Sick Leave
- Paid Holidays
- Professional Development Opportunities
- Stable, Long-Term Employment Opportunity
- Health Benefits - offered in the near future.
Schedule
- Monday through Friday
- 8:00 AM – 5:00 PM
- In-Person Position
- Bronx, NY
Ally Door Hardware is an Equal Opportunity Employer and values professionalism, accountability, and teamwork.
Pay: $27.88 - $31.25 per hour
Benefits:
- Paid sick time
- Paid time off
Work Location: In person
