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Accounting Administrative Assistant

Job Title
Accounting Administrative Assistant
Position ID
27667418
Location
DORAL,  FL 33122
Other Location
Description
The Accounting Administrative Assistant is an essential role to our Doral, Florida office.  This position covers many areas such as general office management, HR Support but the main focus is in accounting.  The Accounting Administrative Assistant reports to The Accounting Manager, North America but also takes direction from the Finance Manager. The right candidate will be able to be organized and function in a high-paced environment, will be detail-oriented and will be able to track and complete tasks and projects efficiently and in a timely manner.

 Accounting Administrative Assistant

Administrative:
• Order office supplies/Warehouse Supplies
• Order office cleaning supplies
• Organize breakrooms
• Communicate with vendors to place and receive orders, request maintenance services, and deliver instruction on behalf of office management.
• Served as central point of contact for all outside vendors needing to gain access to building.
• Plan and execute corporate meetings, lunches, special events for employees and company audits.
• Schedule and coordinate meetings and calendars for management.
• Filing/Answer phone
• Coordinate troubleshooting, maintenance, and updates for office systems.
• Disperse incoming mail to correct recipients throughout office.
• Organize files, develop spreadsheets, fax and scan documents as needed.

HR Support:
• Ensure East Coast employee time sheets are correct, submitted and approved each pay period.
• Assist Miami office with questions regarding PTO-assist HR with new hire set up.
• Making sure all office HR posters are up to date.

Accounts Receivable:
Calls customers regarding past due invoices/ follows up until paid.
• Creates Excel statements for customers on a weekly - bi weekly basis regarding past due invoices/ blocked invoices on their company portal.
• Creates Customer files in EPDS and ensures all customers are set up correctly on file and with documents.
• Uploads invoices weekly to customer portals.
• Send credit reference requests.
• Assists with receiving money in from SE customers.
• Charging and refunding customer credit cards.
• Assists sales with customer requests regarding any accounting issues.
• Fills out documents needed to be set up as a vendor in Customer systems.
Updating our Gaviti software daily to reflect current customer information.




Qualifications and Requirements:
  • High School Diploma or Equivalent
  • 3-5 years of applicable experience with Accounts Receivable and assisting in an office setting
  • Must be able to work in the office full-time
  • Excellent English verbal and written communication skills required
  • Bilingual in Spanish a plus
  • Intermediate to Advanced Microsoft Office skills focusing mainly on Outlook, Word and Excel
  • Self-starter who works well independently
  • Ability to prioritize given tasks and work efficiently towards completing them
  • Familiar with common office equipment (printers, copier, etc.)
  • Detail-oriented and exceptional organizational skills
  • Net Suite experience a plus
A/R, A/P, Accounts Payable, Bookkeeping, Accounting, Customer Service, Office Assistant, Office Management, Supply Chain Management, Electronic Components, Miami