Overview
We are seeking a detail-oriented and organized Accounting & Purchasing Assistant to support our Accounts Payable, Accounts Receivable, Purchasing, and Administrative functions. As a key member of the administrative team who reports to the Bookkeeper, Purchaser & Operations Manager, this role is responsible for ensuring the accurate processing of invoices, purchase orders, and inventory-related documentation while maintaining organized financial records and supporting day-to-day office operations. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to manage multiple priorities in a dynamic environment.
Key Responsibilities
Accounts Payable
- Process vendor invoices by printing, saving, and maintaining electronic and physical records.
- Match vendor invoices with packing slips and supporting documentation.
- Enter accounts payable transactions accurately into SAGE 100 accounting software.
- Verify receipt of goods through warehouse documentation and maintain appropriate filing systems.
- Reconcile packing slips with vendor invoices and ensure timely and accurate invoice processing.
Accounts Receivable
- Generate and process customer invoices using shipping and order documentation.
- Enter customer invoicing information into SAGE 100.
- Match and maintain invoice copies and supporting records to ensure accurate customer billing documentation.
- Assist in maintaining organized accounts receivable files and records.
Purchasing
- Create and process purchase orders based on inventory reorder reports.
- Enter purchase orders into SAGE 100 and other applicable purchasing systems.
- Coordinate with vendors regarding purchase order confirmations.
- Review and verify pricing, quantities, and delivery dates against vendor confirmations.
- Support inventory replenishment efforts by ensuring timely and accurate purchase order processing.
Administrative & Recordkeeping
- Maintain organized customer and vendor files, both electronic and physical.
- Ensure accurate filing and retention of financial and purchasing documentation.
- Support general office administration and document management activities.
- Assist with process improvements to enhance efficiency and record accuracy.
Qualifications
- Previous experience in accounting, bookkeeping, purchasing, or administrative support preferred.
- Experience with accounting software and ERP systems is preferred.
- Experience with SAGE 100 is preferred, but not required.
- Strong attention to detail and accuracy.
- Excellent organizational and time-management skills.
- Proficiency with Microsoft Office, including Excel and Outlook.
- Ability to handle confidential information with professionalism and discretion.
- Strong written and verbal communication skills.
- Ability to work independently and as part of a team.
Benefits
- Paid time off and holidays.
- Comprehensive insurance plan including health, dental, and vision.
- Profit-sharing plan.
- Opportunities for professional growth and development.
- Supportive and collaborative work environment.
We are looking for a dependable and motivated professional who takes pride in maintaining accurate records, supporting operational efficiency, and contributing to the success of the organization.
Pay: $18.00 - $22.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
