Accounting & Purchasing Assistant/Office Admin

We are a small manufacturing company seeking an experienced and detail-oriented Bookkeeping Professional to support day-to-day Accounting Department and Office Operations. This role is ideal for a bookkeeping professional with strong organizational skills, extensive accounting knowledge, and a proven ability to multy task while ensuring accuracy, efficiency, and compliance. Mus have a full understanding of the chart of accounts, general ledger and journal entries. Familiar with inventory. The ideal candidate must have 5+ years of full cycle accounting experience.

This position is ideal for someone who is comfortable working with numbers and can handle a high volume of emails and confidential information. Profficient with QuickBooks Online and significant experience with Federal, State, and Local Tax retun complience.

Responsibilities

Accounting Support — AP / AR

• Assist with Accounts Payable, vendor setup in QBO, purchase orders, Invoices, packing slips, and receipts.
• Process payments on time for vendor invoices as needed.
• Categorize expenses bank and credit card transactions. Track receipts and invoices accordingly.
• Assist with Accounts Receivable, customer setup in QBO, sales orders, estimates, and progress invoices .
• Track and follow up on customer payments and open balances.
• Run and cutomize reports in QBO as necessary.
• Must have extensive knowledge of Sales and Use Tax filings, multi-state preferred.
• Payroll processing and data entry in QBO.
• Bank and credit card reconciliations. Brokerage statement reconciliations a plus.
• Maintain accurate accounting records and support month-end documentation.
• Colaborate and communicate daily with the head bookkeeper and coordinate with outside CPA as needed.

Purchasing Support:

• Create, issue, and track purchase orders.
• Request quotes from vendors and suppliers.
• Compare vendor pricing, lead times, and availability.
• Follow up with vendors on order status, delivery schedules, and backorders.
• Maintain supplier contact information and purchasing records.
• Match purchase orders with packing slips for accounting and inventory purposes.
• Support purchasing documentation and recordkeeping.
• Assist with sourcing parts, materials, office supplies, and services as needed.
• Communicate purchasing updates to management, accounting, and operation’s teams.

Office Administration:

• Answer and direct phone calls and emails professionally.
• Maintain organized digital and physical office records, files, and company documents.
• Assist with customer, vendor, and supplier communication.
• Order office supplies and coordinate basic facility needs.
• Support management with scheduling, paperwork, forms, and general administrative tasks.
• Assist with company forms, certificates, compliance documents, and internal files.
• Coordinate shipping, receiving, and logistics paperwork when needed.
• Follow up on pending administrative tasks and help keep office operations organized.

Qualifications

• 5+ years of experience in Accounting, office administration, purchasing, or similar role.
• Strong understanding of accounting principles and financial reporting.
• Strong knowledge of payroll processing and account reconciliations.
• Proficiency with Microsoft Office, Google Workspace, Excel, and PDF documents.
• Experince in manufacturing, engineering, aerospace, electronics, or hardware.
• Experience working with outside accountants, CPAs, or bookkeepers.
• Ability to help improve administrative, purchasing, and accounting processes.
• Able to work independently and follow up without constant supervision.
• Excellent organizational, analytical, and problem-solving skills.
• Advanced proficiency with QuickBooks Online.
• Strong attention to detail and accuracy.
• Highly organized.
• Good written and verbal communication skills.
• Ability to prioritize tasks and manage multiple responsibilities.
• Comfortable communicating with customers, vendors, and internal team members.
• Comfortable in a small-business environment.