Accounting Assistant

Job Description

Job Description

We are looking for an organized Receptionist/Accounting Assistant to support daily financial and administrative operations for a team based in Illinois. This contract position with permanent potential is ideal for someone who can balance accounting tasks with office coordination while maintaining accuracy, responsiveness, and strong follow-through. The role will contribute to accounts payable, accounts receivable, billing support, and document management in a fast-paced business environment.

Responsibilities:

• Manage front-office support by responding to incoming calls, directing inquiries, and helping maintain smooth day-to-day office operations.

• Keep workplace supplies stocked by tracking inventory levels and arranging purchases for essential materials such as paper goods, toner, and breakroom items.

• Organize incoming mail, maintain physical and electronic records, digitize documents, and assist with end-of-year file storage activities.

• Prepare and send outbound packages and samples using approved shipping methods while ensuring documentation is completed accurately.

• Apply customer payments within the accounting system, reconcile receipts to open invoices, and flag any payment variances for review.

• Support receivables follow-up by preparing account statements and helping maintain accurate customer balances.

• Assist with vendor setup by completing onboarding paperwork, credit documentation, and related accounts payable records.

• Review payable invoices against internal reports, identify inconsistencies, and escalate issues to the Accounts Payable Manager prior to payment processing.

• Help coordinate payment activities by supporting batch documentation, check distribution, and supervised wire transfer preparation.

• Perform billing and data-entry tasks, including handling foreign currency or special invoices, removing unposted shipment records when needed, entering commodity information, and monitoring shared departmental inboxes.

• Experience supporting both accounts payable and accounts receivable processes in an office or accounting environment.
• Working knowledge of invoice coding, payment application, and account reconciliation practices.
• Proficiency with accounting software such as QuickBooks or similar financial systems.
• Ability to review financial records carefully and identify discrepancies with a high level of accuracy.
• Strong administrative skills, including document management, data entry, and multi-line communication support.
• Comfortable managing multiple priorities across accounting, billing, and general office coordination responsibilities.
• Effective written and verbal communication skills with the ability to work collaboratively across departments.