Accounting Administrative Specialist

We are seeking a dependable, detail-oriented Accounting & Administrative Assistant to support both our finance and office operations. This role combines routine accounting tasks, primarily in accounts payable and receivable, with general administrative duties. It's ideal for someone who is organized, tech-savvy, and enjoys multitasking in a fast-paced office environment. Responsibilities: - Provide administrative support such as document filing, data entry, and correspondence. - Maintain organized digital and physical filing systems for financial and administrative records. - Coordinate incoming and outgoing mail, including vendor documents, checks, and claims correspondence. - Perform freight and parcel carrier bill auditing, reviewing invoices for compliance with contracted rates, shipment weights, zones, and accessorial charges. Investigate discrepancies, initiate carrier disputes or credits, and ensure accurate allocation and timely payment of transportation expenses. - Support day-to-day accounts receivable/payable functions using QuickBooks. - Generate invoices, issue credit memos, and audit payment and transaction reports. - Reconcile bank and credit card statements to ensure financial accuracy. - Issue checks and post payments online. - Manage chargeback reconciliations and disputes with major retailer accounts. - Maintain and organize large spreadsheets for financial tracking and reporting. - Receive, verify, and post customer payments. - Generate and review weekly aging reports for A/R follow-ups. - File and track shipping carrier claims for lost or damaged packages. - Assist with special projects and other office support tasks as needed. Qualifications: - Minimum 1 year of experience in an accounting support or administrative role. - Proficiency in QuickBooks and strong working knowledge of Microsoft Excel. - Strong organizational and analytical skills with high attention to detail. - Comfortable learning new software and systems quickly. - Professional, reliable, and able to handle confidential information discreetly. - Self-starter with a team-first mentality and a commitment to continuous improvement. - Accounts receivable/payable experience preferred. - Prior auditing or retail account reconciliation experience is a plus.

• Responsibilities:
• Provide administrative support such as document filing, data entry, and correspondence.
• Maintain organized digital and physical filing systems for financial and administrative records.
• Coordinate incoming and outgoing mail, including vendor documents, checks, and claims correspondence.
• Support day-to-day accounts receivable/payable functions using QuickBooks.
• Generate invoices, issue credit memos, and audit payment and transaction reports.
• Reconcile bank and credit card statements to ensure financial accuracy.
• Issue checks and post payments online.
• Manage chargeback reconciliations and disputes with major retailer accounts.
• Maintain and organize large spreadsheets for financial tracking and reporting.
• Receive, verify, and post customer payments.
• Generate and review weekly aging reports for A/R follow-ups.
• File and track shipping carrier claims for lost or damaged packages.
• Assist with special projects and other office support tasks as needed.
• Qualifications:
• Minimum 1 year of experience in an accounting support or administrative role.
• Proficiency in QuickBooks and strong working knowledge of Microsoft Excel.
• Strong organizational and analytical skills with high attention to detail.
• Comfortable learning new software and systems quickly.
• Professional, reliable, and able to handle confidential information discreetly.
• Self-starter with a team-first mentality and a commitment to continuous improvement.
• Accounts receivable/payable experience preferred.
• Prior auditing or retail account reconciliation experience is a plus.