We are seeking an organized and detail-oriented Administrative Assistant to join our team. As the incumbent, you will be responsible for providing support to the accounting department by performing various administrative and financial tasks. Your primary focus will be on invoice review and coding, accounts payable filing, data entry, and assisting with other accounting functions. Additionally, you will play a vital role in maintaining accurate records and ensuring timely payment processes.

Responsibilities:

• Verify purchase order/work order details, including catalog numbers, quantities, and unit prices. Accurately code and process invoices in accordance with company policies and accounting standards.
• Assist in various filing duties related to accounts payable to ensure documents are up-to-date and easily accessible. Match packing slips to their appropriate purchase orders in binders for efficient record-keeping.
• Assist in data entry tasks within the accounting system. Support the accounting team with other financial tasks as needed.
• Collaborate in generating yearly royalty reports, including calculating royalties on a quarterly, bi-annual, or annual basis. Prepare report letters and request payments in accordance with royalty agreements. Maintain the royalty spreadsheet regularly to ensure accurate records.
• Serve as a backup person for reception duties and answering the doorbell when needed.
• Process credit card quarterly scans and annual questionnaires to ensure compliance with company policies and security standards. Maintain logs for phone order credit card processing and payment confirmations.
• Maintain supplier onboarding forms and vendor registration forms to ensure accurate and updated vendor information.
• Assist in the submission of W9’s, bank details, and other accounting-related forms for vendors.
• Monitor and follow up on overdue payments to ensure timely collections. Manage and handle any other accounting-related obligations related to suppliers, customers, and third-party vendors.

Requirements:

• High school diploma or equivalent; associate or bachelor’s degree in accounting or finance is a plus.
• Proven experience as an administrative assistant or in a related role.
• Strong attention to detail and accuracy in data entry and record-keeping.
• Proficiency in MS Office applications, particularly Excel is a must.
• Excellent organizational and multitasking skills.
• Ability to communicate effectively and work collaboratively with team members.
• Prior experience in royalty reporting is an advantage but not mandatory.
• Familiarity with basic accounting principles and procedures will be a plus.

Join our dynamic team and contribute to the smooth functioning of our accounting department. As an Administrative Assistant, you will play a key role in ensuring financial processes are executed efficiently and accurately. If you have a passion for numbers, are highly organized, and enjoy working in a supportive environment, we encourage you to apply!