Accounting Assistant

Specialized Recruiting Group - Charlotte, NC; Charlotte (NC); On-site; USD 36,000 - 48,000; Full time

Job summary

The Specialized Recruiting Group is seeking an Accounting Assistant to support the accounting team for a HVAC service company in Charlotte. The role covers accounts payable and receivable, customer service, and general administrative tasks to keep billing and vendor communications running smoothly.

The ideal candidate is organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment. Proficiency with Excel and ERP/accounting software is preferred.

Qualifications

• Proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications.
• Experience with ERP/accounting software.
• Strong customer service orientation with professional verbal and written communication skills.
• Ability to prioritize work, manage deadlines, and handle multiple tasks.
• High level of accuracy and attention to detail.
• Ability to work independently and collaboratively within a team environment.

Responsibilities

• Accounts Receivable Support: Ensure customer invoices are loaded to portals accurately and timely.
• Accounts Payable Support: Reconcile vendor statements and investigate discrepancies.
• Invoice Outreach Process: Run reports to identify missing vendor invoices and contact vendors for copies.
• Customer and Vendor Relations: Maintain positive relationships and escalate issues when needed.
• General Accounting Support: Collaborate on projects and other accounting tasks.

Skills

Microsoft Excel

Microsoft Outlook

Microsoft Office

Customer service

Analytical skills

Tools

ERP software

Accounting software

Job description

The Specialized Recruiting Group is hiring a Accounting Assistant for a HVAC service company in Charlotte.

Position Summary

The Accounting Assistant supports the accounting team by performing a variety of accounts payable, accounts receivable, customer service, and administrative functions. This position is responsible for supporting invoice processing activities, ensuring customer invoice compliance, assisting with vendor account maintenance, and providing exceptional service to both internal and external customers. The ideal candidate is organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

Accounts Receivable Support

• Ensure customer invoices are loaded to customer portals accurately and timely, as required by customer contracts and billing requirements.
• Verify invoice submissions and address portal-related issues to facilitate prompt payment.

Accounts Payable Support

• Reconcile vendor statements and investigate discrepancies to ensure accurate account balances.
• Communicate with vendors regarding outstanding invoices, account inquiries, and reconciliation items.

Invoice Outreach Process

• Run system reports on completed service calls to identify missing vendor invoices.
• Proactively contact vendors to obtain invoices for completed work in a timely manner and maintain documentation of communications.
• Coordinate with operations and accounting personnel to ensure invoices are received and processed promptly.

Customer and Vendor Relations

• Maintain positive customer and vendor relationships by investigating concerns, responding to inquiries, and coordinating resolutions.
• Route customer and vendor issues to the appropriate internal team members for timely resolution and escalate customer or vendor complaints to Supervisor.
• Communicate issue resolution and status updates to customers and vendors when appropriate.

General Accounting Support

• Complete lien waivers and supporting documentation as required by customers and projects.
• Collaborate with accounting, operations, and sales team members on various projects and accounting-related tasks.
• Perform other duties and special projects as assigned.

Preferred Qualifications

• Proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications.
• Experience with ERP/accounting software.

Knowledge, Skills, and Abilities

• Strong customer service orientation with professional verbal and written communication skills.
• Ability to work independently and collaboratively within a team environment.
• Strong problem-solving, analytical, and organizational skills.
• High level of accuracy and attention to detail.
• Ability to prioritize work, manage deadlines, and handle multiple tasks simultaneously.
• Ability to maintain confidentiality and exercise sound judgment when handling financial information.