Axanta Fence Supply is seeking a highly organized, technology-proficient Administrative and Accounting Support Assistant.
This position requires someone who is already comfortable working with modern office technology, cloud-based systems, Google Workspace, Google Drive, and QuickBooks Online. This is not an entry-level technology role.
The ideal candidate is proactive, dependable, detail-oriented, and capable of managing multiple administrative, accounting-support, compliance, credit, and sales-support responsibilities with limited supervision.
Key ResponsibilitiesQuickBooks and Accounting Support
- Use QuickBooks Online to review and maintain organized customer, vendor, and financial records.
- Support bank and credit card reconciliations and receipts by gathering documentation to provide to book keeper.
- Assist with accounts payable by organizing invoices and supporting documents, monitoring due dates, and preparing information for management or accounting review.
- Assist with accounts receivable by monitoring outstanding balances, preparing aging information, and following up on past-due customer accounts.
- Maintain organized receipts, invoices, account statements, and supporting financial documentation.
- Assist management and outside accounting professionals with reports, reconciliation support, and requested documentation.
- Research and communicate discrepancies involving invoices, payments, customer accounts, or vendor records.
This position is not responsible for entering bills or posting customer payments.
New Accounts and Credit Support
- Set up new customer accounts and maintain accurate account information.
- Review credit applications for completeness and verify that all required documentation has been submitted.
- Screen business credit using company-approved procedures and credit-reporting resources.
- Conduct trade-reference and business-reference checks for new credit applicants.
- Contact references to verify payment history, credit limits, account standing, and length of the business relationship.
- Organize credit-review findings and submit them to management for final approval.
- Maintain confidential and organized credit applications, reference checks, credit reports, and supporting documents.
- Follow up with applicants regarding missing documents or incomplete information.
- Maintain accurate records of approved credit limits, payment terms, and account requirements.
Management will retain final authority over credit approvals, credit limits, and payment terms.
Administrative and Office Support
- Answer and direct incoming phone calls professionally.
- Respond promptly and professionally to customer, vendor, and employee inquiries by phone and email.
- Maintain organized digital files and folders within Google Drive.
- Create and manage documents, spreadsheets, shared folders, and calendars using Google Workspace.
- Perform accurate data entry and maintain customer, vendor, sales, inventory, and administrative records.
- Order office supplies and monitor inventory to ensure essential items remain stocked.
- Maintain organized digital and physical filing systems.
- Coordinate appointments, meetings, deliveries, schedules, and internal deadlines.
- Prepare reports, correspondence, spreadsheets, forms, and internal documents.
- Support management with administrative projects and daily office needs.
- Help develop and maintain organized office procedures and tracking systems.
Certifications, Registrations, and Compliance
- Track company certifications, licenses, permits, insurance documents, registrations, and renewal deadlines.
- Ensure required business documents remain current, organized, and properly filed.
- Assist with submitting renewals, applications, forms, and supporting documentation.
- Maintain a compliance calendar and notify management well in advance of expiration dates.
- Communicate with agencies, insurance providers, vendors, and other organizations regarding required documentation.
- Maintain accurate records of submissions, confirmations, renewals, and expiration dates.
- Follow up on pending registrations, renewals, certifications, and compliance documents.
Sales Support
- Provide administrative support to the sales team.
- Assist with preparing estimates, quotes, customer applications, order documents, and sales-related paperwork.
- Enter and maintain accurate customer information, pricing, order details, and sales records.
- Follow up with customers regarding quotes, orders, documents, account setup, credit applications, and delivery information.
- Assist sales staff with customer account setup, document collection, scheduling, and order processing.
- Maintain organized customer files and sales documentation.
- Coordinate communication between sales, warehouse, delivery, accounting, and management.
- Help track open quotes, pending orders, customer follow-ups, and required documentation.
- Provide professional and responsive customer support by phone and email.
Required Qualifications
- Previous experience as an Administrative Assistant, Office Coordinator, Accounting Support Assistant, Sales Administrator, or in a similar role.
- Proficiency in QuickBooks Online is required.
- Candidates must already have hands-on QuickBooks Online experience and be able to work within the system with limited training.
- Experience supporting bank or credit card reconciliations, accounts payable, or accounts receivable.
- Proficiency in Google Workspace, including Google Drive, Gmail, Google Docs, Google Sheets, and Google Calendar.
- Strong Google Drive file-management and organizational skills.
- Strong technology skills and the ability to confidently use multiple software platforms.
- Experience setting up customer accounts, reviewing credit applications, or conducting business-reference checks is preferred.
- Excellent organizational and time-management skills.
- Ability to manage multiple priorities, deadlines, and follow-up responsibilities.
- Strong attention to detail and accuracy.
- Professional written and verbal communication skills.
- Ability to handle confidential customer and financial information responsibly.
- Dependable, punctual, proactive, and capable of working independently.
- Strong English communication skills are required.
- Bilingual English and Spanish is a plus.
Required Technology Skills
Applicants must already know how to use:
- QuickBooks Online
- Google Drive
- Gmail
- Google Docs
- Google Sheets
- Google Calendar
- Microsoft Word and Excel
- Cloud-based document-sharing and filing systems
- Online scheduling and communication platforms
Basic computer knowledge alone is not sufficient for this position.
About AXANTA Fence Supply
AXANTA Fence Supply is a wholesale metal fence and gate supplier serving professional fence contractors, general contractors, and resellers.
We are committed to dependable supply, competitive pricing, exceptional service, and helping our customers succeed. This is an opportunity to join a growing company where organization, initiative, technology proficiency, accountability, and strong customer service are highly valued.
Pay: $23.00 - $27.00 per hour
Work Location: In person
