Finance Admin Assistant

We are seeking a highly organized and detail-oriented Finance Administrative Assistant to join 3D Technology Services, Inc., a leading provider of integrated technology solutions specializing in structured cabling, security systems, access control, video surveillance, fire alarm, audio/visual, and networking solutions. This position provides administrative and accounting support to our finance department and plays an important role in maintaining accurate financial records, supporting Accounts Payable processes, organizing accounting documentation, and assisting with day-to-day administrative tasks. The ideal candidate is dependable, detail-oriented, and able to manage multiple priorities while maintaining confidentiality and accuracy in a fast-paced, team-oriented environment.

Essential Duties & Responsibilities

Accounts Payable Support

• Enter and code vendor invoices into the accounting system.
• Scan, organize, and upload invoice documentation.
• Verify approvals and match invoices to purchase orders (when applicable).
• Assist with vendor file maintenance and updates.
• Support weekly check run preparation.

Accounting Support

• Maintain and organize digital and physical accounting files.
• Assist with basic reconciliations and data entry.
• Update logs, spreadsheets, and financial trackers.
• Prepare packets, reports, and documents for management.
• Assist with month-end preparation by gathering documents and organizing files.
• Process incoming mail and route accounting-related items appropriately.

Administrative Support

• Answer phones and route calls related to vendor inquiries or accounting needs.
• Manage scanning, filing, and documentation for Accounts Payable and Accounts Receivable.
• Assist with document formatting and PDF preparation.
• Maintain supply inventory related to accounting workflows.
• Support special accounting projects as assigned.

Compliance & Recordkeeping

• Ensure all documentation is filed according to company policy.
• Maintain confidentiality of financial and vendor information.
• Assist with audit preparation and internal document reviews.

Qualifications

Required

• 1+ year administrative experience (preferably in an accounting environment)
• Basic understanding of Accounts Payable processes
• Strong attention to detail and accuracy
• Proficiency in Microsoft Excel, Word, and PDF tools
• Strong organizational and multitasking abilities
• Ability to follow instructions and meet deadlines
• Professional communication and customer service skills

Preferred

• Experience with Sage 100 Contractor or similar accounting software
• Prior Accounts Payable or Accounts Receivable support experience
• Strong Excel skills (filters, sorting, basic formulas)

Benefits

We offer a competitive benefits package, including:

• Medical, dental, and vision insurance
• Paid time off (PTO) and paid holidays
• 401(k) retirement plan with company contribution (if applicable)
• Opportunities for growth and advancement within the company
• Supportive and team-oriented work environment