Accounting​/Admin Assistant

Essential Job Functions

• Responsible for data entry for NAV system.
• Print statements for sales customers.
• Send AR invoice history reports to sales staff.
• Process credit/debit memos.
• Review and respond to credit check references.
• Update (un) realized exchange rate gain/loss data and files.
• Update incoming wire reports and notify export customers.
• Update spoilage list.
• Process A/R checks for deposits.
• Post ACH and wire transfer deposits.
• Process A/P invoices for payment.
• Prepare and post prepaid expenses.
• Assist with monthly corporate card payments.
• Process broker commissions and update broker lists.
• Update Velocity Report as needed.
• Mail out payment checks, post ACH/Wire Transfer payments, and file invoices.
• Process phone/employee purchase orders and input inquiries and data into NAV.
• Reconcile individual customer payments from credit cards, Pay Pal, and Amazon deposits.
• Export sales data from accounting system to generate sales breakdowns and history reports by item.
• Update sales discounts and cost data.
• Update month-end sales data (sales breakdown, history by item, top customers, D2C sales list, etc.).
• Prepare quarterly consolidated financial statements.
• List vendors for 1099-MISC forms.
• Collect W-9 forms from new clients, suppliers, and vendors.

• Reconcile incoming and outgoing reports with factory and warehouse reports, including units and expiration dates.
• Perform tasks to ensure accurate and efficient inventory control.
• Conduct end-of-month inventory reconciliations for manufacturing and warehouses.
• Apply costs to short code product files.
• Maintain current spoilage list.
• Update AP clearing files.
• Enter A/P trucking and warehouse invoices.
• Update freight capitalization files.
• Verify individual promotional orders.

• Answer and route incoming phone calls.
• Greet visitors.
• Provide general administrative support such as mailing, scanning, faxing, and copying.
• Sort and distribute incoming and outgoing mail.

• Seek continuous improvement in work processes for efficiency and cost reduction.
• Perform special projects and other duties as assigned by management.
• Maintain high ethical standards.
• Report irregular issues to management.
• Maintain good communication with management, staff, and outside contacts.
• Comply with company policies and procedures.
• Maintain a clean and safe work environment.
• Handle guest reception when needed.

Education & Experience

• Associate’s Degree (A.A.) from a two-year college or technical school, or equivalent combination of education and experience.