Accounting Administrative Assistant

Job description

COMPANY OVERVIEW: PartsBase Inc. is the world's largest online Aviation Marketplace and Community. Our global community is comprised of over 6,500 companies accessing our technology in over 140+ countries & territories. We work with some of the biggest brands in aviation including Delta, Northrop Gruman, AvAir, Heico, Chevron, Air France Industries, and Air Australia. PartsBase offers a FULLY remote environment where one can work at the forefront of where the aviation business meets technology. Imagine getting to work with peers worldwide, implementing business technology projects that challenge the boundaries. LIFE AT PARTSBASE: One of the top benefits of working at PartsBase is the culture. We are a TEAM-focused organization, and everyone celebrates each other's successes. Our inclusive culture welcomes all employees and values their unique contributions to our success. Our clients tell us time and time again that our people set us apart from the competition. We naturally strive to hire the very best talent. The ideal candidate is a motivated, well-organized individual who has a deep understanding of prospecting and developing strong relationships with customers. The Opportunity We're seeking a seasoned Accounting Administrative Assistant to become an essential member of our finance operations team. We need someone who already knows their way around accounts receivable, can process payments with precision, and has successfully managed customer billing relationships in a professional environment. In this position, you'll be responsible for day-to-day execution of critical AR functions: posting payments across multiple channels, managing invoice cycles, driving collections, and serving as the go-to resource for billing inquiries from our global member base. You'll work autonomously on routine tasks while collaborating closely with the accounting team on month-end activities, reconciliations, and process optimization. What You'll Do Accounts Receivable & Payment Processing · Process and reconcile AR payments daily, including check deposits, wire transfers, ACH transactions, and electronic payments through Stripe and our CRM system · Apply customer payments accurately to open invoices, resolving discrepancies and unapplied cash promptly · Perform daily cash reconciliation and prepare bank deposit documentation · Maintain organized records of all payment transactions with proper supporting documentation · Identify and research payment discrepancies, short payments, and billing disputes Invoicing & Billing Management · Generate and distribute customer invoices accurately and on schedule, ensuring compliance with contract terms · Set up and manage invoice approvals for DURA and Net 30 customers according to credit policies · Review and verify purchase orders against invoices to ensure accuracy before processing · Process credit memos, billing adjustments, and invoice corrections as needed · Support month-end billing cycles and assist with revenue recognition activities Customer Service & Inquiry Management · Serve as primary point of contact for billing inquiries via phone, email, and shared accounting inboxes · Respond promptly and professionally to questions regarding invoices, payment confirmations, account balances, and Stripe payment links · Research and resolve billing discrepancies, posting errors, and customer concerns with a solution-oriented approach · Process refund requests following established approval procedures · Send professional payment reminders, collection letters, and account statements · Negotiate payment arrangements and work with customers to resolve outstanding balances Administrative & Operational Support · Post lockbox activity daily in CRM and Stripe; communicate remittance address updates to customers · Maintain accurate filing systems for accounts receivable documentation (digital and physical) · Assist with month-end close tasks including AR aging analysis, reconciliations, and journal entries · Support audits by providing requested documentation and account detail · Identify opportunities for process improvements and contribute to efficiency initiatives · Assist in Digital Office initiative to move all physical paper and processes into digital storage · Back up other accounting team members during peak periods or absences What You Bring Required Experience & Skills · 3-5 years of hands-on experience in an accounting support role with significant exposure to accounts receivable, invoicing, and payment processing · Proven track record of accurately processing high volumes of financial transactions with minimal errors · Strong understanding of AR aging, collections processes, and credit management principles · Experience with payment processing systems (ACH, wire transfers, credit card processing platforms) · Demonstrated ability to reconcile accounts, identify discrepancies, and resolve issues independently · Solid grasp of basic accounting principles including debits/credits, revenue recognition, and the AR cycle Technical Proficiency · Intermediate to advanced Microsoft Excel skills (VLOOKUP, pivot tables, formulas, data analysis) · Experience with CRM platforms (Salesforce, or similar) and accounting software (QuickBooks, Sage, or comparable systems) · Familiarity with payment processing platforms like Stripe, PayPal, or merchant services portals · Comfortable learning new software systems and adapting to technology changes · Ability to generate reports and extract data for analysis and decision-making Communication & Interpersonal Skills · Excellent written and verbal communication skills with the ability to interact professionally with customers, vendors, and internal stakeholders at all levels · Proven customer service experience handling sensitive financial conversations and resolving disputes tactfully · Strong phone presence and ability to manage difficult conversations while maintaining composure · Clear, professional email communication with proper grammar, tone, and attention to detail Work Style & Competencies · Exceptional attention to detail and accuracy—you take pride in error-free work · Highly organized with strong time management skills and ability to prioritize competing demands · Self-starter who can work independently with minimal supervision while knowing when to ask questions · Reliable and dependable—you show up on time and follow through on commitments · Collaborative team player who contributes to a positive, supportive work environment · Adaptable and resilient in a fast-paced environment with changing priorities · Maintains confidentiality and exercises discretion when handling sensitive financial information · Solution-oriented mindset with a commitment to continuous learning and professional growth · Fast-paced, collaborative team environment with cross-functional interaction · Professional office setting with standard accounting periods and month-end intensity · Bachelor's degree in Accounting, Finance, Business Administration, or related field preferred · Associate's degree with relevant experience will be considered · No CPA required—we value practical experience and a strong work ethic · Certifications in bookkeeping, accounts receivable, or credit management are a plus PartsBase is an equal opportunity employer. We celebrate diversity and are committed to building an inclusive environment for all employees.