Accounting & Administrative Specialist

Monroechamber; Cypress (TX); Hybrid; USD 55,000 - 65,000; Full time

Job summary

QPS Employment Group is seeking an Accounting & Administrative Specialist in Cypress, TX. This hybrid role supports day-to-day accounts payable/receivable and general admin tasks, with a focus on accurate financial recordkeeping and timely vendor payments.

The ideal candidate will have 2+ years in accounting support, proficiency with QuickBooks and Excel, and strong organizational skills. In-office presence is required at least three days per week during the training period.

Qualifications

• High school diploma or equivalent; degree preferred but not required.
• Two(2) or more years in accounts payable, accounts receivable, bookkeeping, or similar.
• Experience with QuickBooks, Sage, NetSuite or similar.
• Proficiency with Microsoft Excel and MS Office applications.

Responsibilities

• Receive, review, code, and enter vendor invoices accurately and timely.
• Verify invoices against purchase orders, approvals, and supporting documentation.
• Prepare and process vendor payments.
• Maintain accurate vendor records and documentation.
• Reconcile vendor statements and investigate discrepancies.
• Respond to vendor inquiries regarding invoices and payment status.
• Monitor outstanding payables and upcoming payment obligations.
• Assist with credit card and expense reconciliations.
• Maintain organized accounts payable records.
• Generate and distribute customer invoices and statements.
• Record and apply customer payments accurately.
• Monitor AR aging and outstanding balances.
• Communicate professionally with customers regarding past-due invoices.
• Assist with collection efforts and follow up on receivables.
• Research and resolve billing and payment discrepancies.
• Maintain accurate customer account information.
• Assist with month-end reporting and reconciliations.

Skills

Strong organizational skills

Time management

Professional communication

Independence and teamwork

Education

Associate's or Bachelor's degree in Accounting/Finance/Business Administration

Tools

QuickBooks

Sage

NetSuite

Excel

MRP/ERP systems

Job description

Position Title: Accounting & Administrative Specialist Wage: $65,000/year Shift: 1st Hours: 7:30am - 4:30pm (Monday - Friday) Location: Cypress, TX - Hybrid (Minimum 3 Days in Office)

We are seeking a highly organized, dependable, and detail-oriented Accounting & Administrative Specialist to help manage day-to-day accounts payable, accounts receivable, and general administrative responsibilities. This position plays an important role in maintaining accurate financial records, ensuring vendors are paid appropriately, assisting with customer collections and receivables, and supporting the administrative needs of the company. The ideal candidate is comfortable working independently, communicates professionally with customers and vendors, and is capable of managing multiple responsibilities in a fast-paced business environment. This is a hybrid position requiring a minimum of three days per week in the office, initial training period may require more days in office.

Responsibilities

• Receive, review, code, and enter vendor invoices accurately and timely
• Verify invoices against purchase orders, approvals, and supporting documentation
• Prepare and process vendor payments
• Maintain accurate vendor records and documentation
• Reconcile vendor statements and investigate discrepancies
• Respond to vendor inquiries regarding invoices and payment status
• Monitor outstanding payables and upcoming payment obligations
• Assist with credit card and expense reconciliations
• Maintain organized electronic and physical accounts payable records
• Generate and distribute customer invoices and statements
• Record and apply customer payments accurately
• Monitor accounts receivable aging and outstanding balances
• Communicate professionally with customers regarding past-due invoices
• Assist with collection efforts and follow up on outstanding receivables
• Research and resolve billing and payment discrepancies
• Maintain accurate customer account information
• Provide management with updates regarding significant past-due accounts or collection concerns
• Assist with bank and account reconciliations
• Maintain accurate financial records within the company's accounting system
• Assist management and accounting personnel with month-end reporting and reconciliations
• Prepare accounting reports and supporting documentation as requested
• Maintain proper documentation and internal controls for accounting transactions
• Assist with gathering information for accountants, auditors, tax professionals, and other financial partners
• Identify discrepancies or unusual transactions and bring them to management's attention
• Provide general administrative support to management and other departments
• Maintain organized company records, documents, and electronic files
• Assist with document preparation, scanning, filing, and data entry
• Manage incoming correspondence and route requests to the appropriate team members
• Assist with vendor documentation, certificates, contracts, and other business records
• Coordinate administrative tasks, meetings, appointments, and internal requests as needed
• Assist with ordering office supplies and maintaining basic office organization
• Help maintain contact lists, vendor information, and other administrative databases
• Handle confidential financial, employee, customer, and company information with discretion
• Perform additional administrative and accounting duties as assigned

Requirements

• High school diploma or equivalent required
• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred, but not required
• Relevant professional experience may substitute for formal education.
• Two (2) or more years of experience in accounts payable, accounts receivable, bookkeeping, accounting support, or a similar position
• Experience working with accounting software such as QuickBooks, Sage, NetSuite, or similar platforms
• Experience with MRP/ERP systems used for purchasing, inventory, or manufacturing operations
• Strong proficiency with Microsoft Excel, Outlook, Word, and general Microsoft Office applications
• Strong numerical aptitude and attention to detail
• Excellent organizational and time management skills
• Ability to prioritize multiple responsibilities and meet deadlines
• Strong written and verbal communication skills
• Professional and comfortable communicating with customers and vendors regarding financial matters
• Ability to identify discrepancies and independently research routine accounting issues
• High level of reliability, integrity, and discretion when handling confidential information
• Ability to work both independently and collaboratively as part of a team

AI Recruiter Questions

• How many years of hands-on QuickBooks experience do you have, and which version(s) have you used (Online, Desktop, or Enterprise)?
• Please describe your experience managing both Accounts Payable and Accounts Receivable, including invoicing, payment processing, collections, and reconciliations.
• This position requires working in the Cypress office a minimum of three days per week. Are you able to reliably meet this requirement?
• This position offers compensation of $65,000 annually (approximately $31.25 per hour). Does this align with your compensation expectations?
• This role requires regular communication with customers and vendors regarding invoices, collections, and payment issues. Please describe your comfort level handling these conversations independently and professionally.

IND153 QPS Employment Group is a full-service staffing firm comprised of dedicated and passionate people with over 50 offices throughout the United States. We place great people with great companies in industrial, skilled trades, administrative, manufacturing, general labor and professional employment. Hiring immediately!

Why Work with QPS?

• Access to sought-after positions with leading employers
• Dedicated placement specialists who will guide you through every step of the job search process

Best of all, our job matching and resume assistance services are 100% free to job seekers! We will never ask you to pay a fee.

Please note that QPS Employment Group may use a virtual recruiting assistant to help screen and schedule candidates efficiently. All information collected through this process is used solely for employment purposes and is handled securely in accordance with our privacy policy.

We are proud to be an equal opportunity employer.