Accounting Administrative Assistant

COLUMBIA Shipmanagement Ltd.; Independence (KS); Hybrid; USD 38,000 - 48,000; Full time

Job summary

COLUMBIA Shipmanagement Ltd. is seeking an Accounting Administrative Assistant in Kansas to support daily accounting operations and finance processes.

The role involves handling invoices, reconciliations, and banking interactions, requiring accuracy and discretion. The ideal candidate will have a bachelor’s degree in accounting or a related field, 1–2 years of relevant experience, and proficiency with MS Office and accounting software.

Qualifications

• A bachelor’s degree in accounting or a related field is required.
• 1–2 years of accounting, finance, or admin experience are preferred.
• Strong understanding of AP/AR and bank reconciliations.
• Proficiency with MS Office and basic accounting software.
• Attention to detail, confidentiality, and integrity are essential.
• Good communication and organizational skills.
• Ability to handle multiple tasks with minimal supervision.

Responsibilities

• Assist in the preparation, filing, and safekeeping of accounting documents (invoices, billings, vouchers)
• Process remittances for licensing and other authorized transactions
• Support the Finance Team in AP/AR schedules and Petty Cash Fund
• Liaise with banks, suppliers, and internal stakeholders to ensure smooth coordination
• Assist in reconciling licensing transactions
• Encode and maintain accurate records in accounting systems and spreadsheets
• Prepare scheduled reports for management review
• Ensure compliance with audit and regulatory requirements (e.g., BIR, SEC)

Skills

Attention to detail

Communication skills

Multitasking

Integrity and confidentiality

Education

Bachelor’s degree in Accounting or related field

Tools

MS Office

Accounting software / ERP

Job description

The Accounting Administrative Assistant shall have the following qualifications:

• Bachelor’s Degree in Accountancy, Accounting Technology, Finance, Business Administration, or a related field.
• At least 1–2 years of relevant experience in accounting, finance, bookkeeping, or administrative support. Fresh graduates with relevant internship experience may also be considered.
• Good understanding of basic accounting principles, including accounts payable, accounts receivable, and bank reconciliation.
• Proficient in Microsoft Office applications.
• Experience using accounting software, ERP systems, or other financial management tools is an advantage.
• Strong attention to detail and organizational skills.
• Good communication and interpersonal skills.
• Ability to manage multiple tasks, meet deadlines, and work independently with minimal supervision.
• Must demonstrate a high level of integrity, confidentiality, and accuracy when handling financial and company-related information.

Job Description

The Accounting Administrative Assistant is responsible for:

• Assist in the preparation, filing, and safekeeping of accounting documents (invoices, billings, vouchers)
• Facilitate the processing of over‑the‑counter remittances for licensing and other authorized transactions.
• Support the Finance Team in monitoring and handling accounts payable/receivable schedules and the Petty Cash Fund (PCF).
• Liaise with banks, suppliers, and internal stakeholders (internal and external) to ensure smooth coordination and submission of requirements.
• Assist in the reconciliation of licensing transactions and perform licensing‑related tasks as required.
• Encode and maintain accurate records in accounting systems and spreadsheets.
• Prepare scheduled, summaries, and reports for management review.
• Ensure compliance with audit and regulatory requirements (e.g., BIR, SEC).
• Provide general administrative support such as organizing files, managing communications, scheduling, and assisting in meetings related to accounting operations.
• Being adequately conversant with the Company’s Management System.
• Implementing effectively the Company’s Management System.
• Contributing to the development of new or the amendment of existing procedures.
• Promoting and supporting efforts for continual improvement
• Undertaking special tasks and projects might be assigned by the Manager.