Accounts & Administrative Specialist

Prominox USA; Houston (TX); On-site; USD 42,000 - 56,000; Full time

Job summary

Prominox USA is seeking an Accounts & Administrative Specialist to manage full-cycle AR, AP, customer billing, and office administration at the Houston distribution facility. The role requires accuracy in payments, debt collection, and ERP data entry in Sage 100 or similar.

The position reports to the Finance Manager (Dallas HQ) with a solid line to the Houston Office Manager. Flexibility for month-end close is required, with full-time hours 8:00 AM – 5:00 PM.

Qualifications

• Experience in Accounts Receivable, Accounts Payable, Billing, and Office Administration; willingness to train.
• Proficiency in Microsoft Excel (data formatting, formulas, reconciliation) and familiarity with Outlook, Teams, and Zoom.
• Bilingual English/Spanish is strongly desirable; English-only acceptable.

Responsibilities

• Process full-cycle Accounts Receivable and Cash Receipts in Sage 100 or similar.
• Handle Accounts Payable, APP entry, and vendor communications; maintain A/P reports.
• Generate and distribute invoices; manage returns (RMA) and credit memos.
• Provide front-office and administrative support including greeting visitors and filing.

Skills

Bilingual English/Spanish

Microsoft Excel

Outlook

Teams

Zoom

Tools

Excel

Outlook

Teams

Zoom

Job description

Schedule: Full-Time | Monday – Friday, 8:00 AM – 5:00 PM (Flexibility required for month-end close)

Reporting Line: Reports directly to the Finance Manager (Dallas HQ); solid functional line to the Houston Office Manager.

Position Overview

The Accounts & Administrative Specialist handles full-cycle Accounts Receivable (A/R), Accounts Payable (A/P), customer billing, and office administrative functions. Acting as a key operational anchor for the Houston distribution facility, this individual ensures strict payment accuracy, active debt collection and precise ERP data entry in Sage 100 or similar.

Key Responsibilities

1. Accounts Receivable & Cash Receipts (A/R)

• Payment Application & Posting: Post customer payments in Sage 100 via Cash Receipts Entry, Manual Check, and Credit Card processing.
• Credit Administration & Onboarding: Process new credit applications, conduct trade reference checks, update billing details, and maintain tax-exempt certificates. Set up new customers and maintain updated client databases.
• Collections & Debt Prevention: Monitor delinquent accounts, place/override credit holds as authorized, conduct daily collection calls, resolve skipped invoices or short-pays, and manage returned items/NSF checks.
• Cash Handling & Banking: Collect COD / will-call payments, log check receipts, perform remote check scanning, and complete physical bank runs for cash deposits.
• Cash Flow Reporting: Maintain, format, and deliver the weekly Cash Expectancy Report tracking collected cash, pending payments, and credit card/ACH entries.
• Invoice Entry & Matching: Collect, code, and enter vendor/expense invoices into Sage 100.
• A/P Reporting & Reconciliation: Maintain and format the weekly Aged A/P Report; match physical invoices against reporting to ensure complete accuracy before sending to the Finance Manager.
• Payment Processing: Prepare vendor remittance advices and reconcile corporate credit card statements.

3. Billing, Sales Support & Returns

• Invoice Generation & Distribution: Match packing lists with sales orders, verify weights/materials, convert sales orders into final invoices, and distribute them to customers via email/Paperless Office or mail.
• Material Returns (RMA): Process Return Material Authorizations (RMAs) in Sage 100, record RMA receipts upon warehouse return, issue credit memos, and transmit copies to customers.

4. Administrative & Office Support

• Front Office Duties: Greet visitors, answer and redirect multi-line phone calls, and fetch daily mail from the mailbox.
• Office Operations: Order office supplies, run local administrative errands, assist outside sales reps with customer account queries, and coordinate general office maintenance.
• Filing & Audit Prep: Organize and maintain daily A/R, A/P, expense, and material filing systems; pull financial records during annual audit reviews.

Required Qualifications & Skills

• Experience: Preferred in Accounts Receivable, Accounts Payable, Billing, and Office Administration. Willing to train.
• Software Skills: Intermediate Microsoft Excel skills (data formatting, formulas, reconciliation), along with proficiency in Outlook, Teams, and Zoom.
• Languages: Bilingual fluency in English and Spanish is strongly desirable (English-only required).

Key Core Competencies & Work Style

• High Attention to Detail: Precise matching of vendor invoices, line-item weights, and ledger entries.
• Proactive & Self-Motivated: Strong sense of urgency and initiative to complete task queues without constant supervision.
• Punctuality & Reliability: Strict adherence to 8:00 AM – 5:00 PM business hours with a commitment to staying late during month-end close or urgent operational needs.
• Strong Ethical Boundaries: Absolute confidentiality, professionalism, focus, and dedication to team success.