Accounting Administrator

JOB SUMMARY:
Responsible for processing full-cycle accounts payable and accounts receivable, performing accounting and bookkeeping work involving maintaining and balancing books, ledgers, and accounts, compiling various financial reports, support audits, and month and year-end closing. Supports payroll and other duties as required.

ESSENTIAL JOB FUNCTIONS: Include but are not limited to:

• Receive, review, and match purchase orders, receiving documents, and vendor invoices.
• Enter and code invoices into the ERP system (e.g., Epicor, SAP) for processing.
• Ensure invoices are properly authorized and aligned with company purchasing and approval guidelines.
• Prepare payment runs (checks, ACH, wire transfers) and submit for approval on time.
• Maintain accurate vendor records and reconcile monthly statements.
• Respond to vendor inquiries and resolve discrepancies professionally and promptly.
• Ensure compliance with internal controls, accounting policies, and manufacturing-specific regulatory requirements (e.g., ISO standards).
• Assist in month-end closing activities including accruals and AP aging reports.
• Support internal and external audits by providing documentation and details required.
• Work closely with Purchasing, Receiving, and Engineering departments to resolve purchase or billing discrepancies.
• Communicate with production and inventory teams regarding non-conforming materials and returns (RMA processing).
• Provide AP support to other team members as needed, including during system upgrades or transitions (e.g., ERP migrations).
• Generate and send a high volume of customer invoices and account statements accurately to meet department deadlines.
• Perform account follow-ups for past-due invoices as directed by management.
• Reconciliation to include bank and vendor accounts to ensure customer payments (checks, ACH, credit cards) accurately reflect in ERP or designated accounting system.
• Respond to routine customer inquiries regarding payment status or application.
• Research and document payment discrepancies or short payments.
• Maintain organized records of receivables and payment documentation.
• Prepare and compile financial reports including, ageing, accrual profit and loss, and audit reports and escalate issues as needed.
• Update and maintain customer information in the ERP system.
• Collaborate with internal teams (Sales, Customer Service, etc.) to resolve billing issues.
• Generate and maintain accurate accrual and journal entries.
• Support the finance team with document preparation for audits or month-end processes.
• Balances general bank accounts and reconciles to the general ledger.
• Perform general clerical duties including copying, scanning, and data entry.
• Ensure compliance with internal controls, accounting standards, and company policies.
• Continuously seek opportunities for process improvements and efficiencies.
• Supports and participates in cross-training to ensure business continuity.
• Maintains a clean organized work area and follows safety requirements.
• Other tasks as assigned.

Qualifications:

• Associate’s degree in accounting, Business, or Related Field or an equivalent combination of education and/or experience in accounting/finance. Four years of full-cycle accounts payable and receivable experience required, preferably in a manufacturing or industrial environment. Familiarity with electronics manufacturing processes (e.g., BOMs, MRO items, inventory systems) is a strong plus.
• Knowledge of GAAP, accounting principles, practices, and procedures.
• Proficient with accounting software, ERP systems. Epicor V10/Kenetics preferred.
• Solid experience with full cycle accounts payable and receivable process.
• Solid experience supporting month and year-end, accruals, journal entries, and audit and profit and loss reports. Ability to generate reports and interpret financial data.
• Proficient in Microsoft Office (Excel, Outlook, Word, especially Excel to handle data entry.
• Excellent attention to detail and high level of accuracy.
• Strong organizational and time management skills and ability to maintain records, handle confidential information, and manage large volumes of data.
• Ability to work independently and in a team-oriented fast-paced environment.
• Adaptable to changing priorities in a high-volume, deadline-driven setting.
• Strong communication skills and problem-solving skills to address discrepancies.
• Ability to establish and maintain effective working relationships internally and externally.
• Be willing to work extended hours as required.

Physical Requirements

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Must be able to lift, carry, push, and pull or move objects up to 25 pounds.
• Subjected to sitting for prolonged periods of time and twisting and reaching occasionally.
• Visual acuity, speech, and hearing; hand-eye coordination, utilize near and far vision, depth perception, and manual dexterity necessary to work with various materials and operate basic office equipment which are essential aspects of this position.