Accounting & Administrative Specialist

Infocore; Carlsbad (CA); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Health insurance

Paid time off

401(k)

Employee discounts

Job summary

Infocore is seeking an Accounting & Administrative Specialist to support accounting and administrative operations at our Carlsbad office. The role covers accounts payable, accounts receivable, general ledger entries in QuickBooks, and document control for ISO 27001 and ISO 9001 certifications.

You will work onsite, ensuring accurate billing, timely month-end tasks, and compliance documentation, collaborating with management and vendors.

Qualifications

• 2+ years in an administrative role with accounting or bookkeeping responsibilities.
• Hands-on experience with accounts payable and accounts receivable.
• Experience using QuickBooks.
• Proficiency in Excel, Word, and Outlook.
• Strong attention to detail and numerical accuracy.
• Excellent organizational and multi-tasking abilities.
• Professional written and verbal communication.

Responsibilities

• Process accounts payable and review invoices for accuracy and pricing.
• Prepare customer invoices with pricing schedules and billing rules.
• Match invoices to supporting transactions and enter GL entries.
• Reconcile billing details and coordinate corrections as needed.
• Assist with month-end accounting and financial reporting.
• Maintain accounting records and supporting documents.
• Support administrative coordination for ISO 27001/9001 documentation.

Skills

Attention to detail

Organizational skills

Strong written and verbal communicatie

Ability to manage multiple priorities

Professional demeanor

Education

Associate's or Bachelor's degree in Accounting or related field

Tools

QuickBooks

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

Benefits:

• Health insurance
• Paid time off
• 401(k)
• Employee discounts

About the Role:

Infocore is recruiting an Accounting & Administrative Specialist to support the accounting and administrative operations of an affiliated company. The position involves accounts payable, accounts receivable, general accounting, and administrative support, including assistance with documentation and activities related to ISO 27001 and ISO 9001 certification. The successful candidate will be employed directly by the affiliated company will work onsite at Infocore's office in Carlsbad, California.

Responsibilities:

Accounting and Billing

• Process accounts payable, including reviewing vendor invoices for accuracy and compliance with contractual pricing arrangements.
• Prepare customer invoices using established pricing schedules, including tiered pricing, minimum charges, and other contractual billing requirements.
• Match vendor invoices and customer billing information to supporting transactions records.
• Enter and maintain accounts payable, accounts receivable, and general journal entries in QuickBooks.
• Reconcile billing details, investigate discrepancies, and coordinate corrections as necessary.
• Maintain accurate accounting records and supporting documentation.
• Assist with month-end accounting activities and preparation of financial reports as requested.
• Monitor outstanding invoices and assist with customer and vendor billing inquiries.

Administrative and Compliance Support

• Assist with the preparation, formatting, and maintenance of policies, procedures, and related documentation using established templates.
• Support the company's preparation for ISO 27001 and ISO 9001 certification through document organization, recordkeeping, and administrative coordination.
• Maintain document version control, approval records, and organized electronic files.
• Track administrative tasks, deadlines, and follow-up items.
• Provide general administrative support to management and assist with special projects as needed.

Requirements:

• 2+ years of experience in an administrative role with accounting or bookkeeping responsibilities.
• Hands-on experience with accounts payable and accounts receivable.
• Experience using QuickBooks.
• Proficiency in Microsoft Excel, Word, and Outlook.
• Exceptional attention to detail and ability to work accurately with numerical information.
• Excellent organizational skills and ability to manage multiple priorities.
• Strong written and verbal communication skills with a professional demeanor.
• Ability to follow documented procedures, identify discrepancies, and ask questions when information is incomplete or unclear.
• Ability to handle confidential financial and business information appropriately.
• Strong knowledge of basic accounting principles (GAAP) and financial reporting
• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or related field preferred
• Familiarity with ISO 27001, ISO 9001, or other formal compliance and quality management systems.
• Experience maintaining policies, procedures, document registers, or other controlled documentation.

What We're Looking For

We value accuracy, reliability, initiative, and a methodical approach to work. The successful candidate will be comfortable handling detailed accounting transactions while also supporting administrative projects that require careful documentation and follow-through.

The accounting transactions themselves are generally straightforward; however, our billing processes require careful interpretation of pricing schedules and attention to detail. We are seeking someone who can learn these requirements, apply them consistently, and recognize when information requires clarification.