Administrative Assistant to the CFO

West Coast Aerospace, Inc.; Los Angeles (CA); On-site; USD 30,000 - 41,000; Full time

Job summary

West Coast Aerospace, Inc. is seeking an organized Accounting & Administrative Assistant to support the CFO with daily accounting operations and occasional administrative projects.

The role focuses on accounts receivable, including entering invoices, credit and debit memos, recording customer payments, monitoring overdue balances, and following up with customers. The ideal candidate is trustworthy, follows instructions carefully, learns new processes quickly, and takes initiative to resolve

Qualifications

• Bachelor's degree in accounting or related field preferred.
• Experience in accounting, billing, accounts receivable, or administrative work is a plus.
• Familiarity with accounting software and basic bookkeeping concepts is beneficial.

Responsibilities

• Enter and verify invoices, credit memos, debit memos, and customer payments accurately.
• Apply payments to correct invoices and customer accounts.
• Review aging reports to identify overdue balances and prioritize follow-up.
• Contact customers by phone/email regarding outstanding invoices and billing questions.
• Document customer communications, payment commitments, disputes, and next steps.
• Keep CFO informed of account statuses and collection progress.

Skills

Organizational skills

Attention to detail

Integrity & discretion

Written & verbal communication

Customer follow-up

Ability to follow instructions

Quick learner

Time management

Education

Bachelor's degree in accounting or related field

Tools

Excel

Accounting software

Job description

We are seeking an organized, dependable Accounting & Administrative Assistant to support our CFO with daily accounting operations and occasional administrative projects. The primary focus is accounts receivable, including entering invoices, credit and debit memos, recording customer payments, monitoring overdue balances, and following up with customers.

The ideal candidate is trustworthy, follows instructions carefully, learns new processes quickly, and takes initiative to resolve routine problems while knowing when to ask for guidance.

Key Responsibilities

• Enter and verify invoices, credit memos, debit memos, and customer payments accurately and promptly.
• Apply payments to the correct invoices and customer accounts.
• Review accounts receivable aging reports to identify overdue balances and prioritize follow-up.
• Contact customers by phone and email regarding outstanding invoices, payment status, and billing questions.
• Document customer communications, payment commitments, disputes, and next steps.
• Keep the CFO informed of customer account statuses, collection progress, and issues requiring attention.
• Research billing and payment discrepancies and coordinate their resolution.
• Maintain organized accounting records and supporting documentation.
• Follow established procedures and obtain required approvals for account adjustments.
• Assist the CFO with administrative work, document preparation, data entry, and other business projects as assigned.
• Protect confidential financial, customer, and company information.

Qualifications

• Strong organizational skills, attention to detail, and reliable follow-through.
• Integrity and discretion when handling confidential information.
• Clear, professional written and verbal communication skills.
• Comfort contacting customers about overdue payments while maintaining positive relationships.
• Ability to follow instructions, manage daily priorities, and meet deadlines.
• Ability to learn quickly, investigate problems, and take appropriate initiative.
• Basic proficiency with Excel or Google Sheets, email, and general office software.
• Prior accounting, billing, accounts receivable, or administrative experience preferred.
• Familiarity with accounting software and basic bookkeeping concepts is a plus.

What Success Looks Like

• Transactions are entered accurately and on time.
• Overdue accounts receive consistent follow-up.
• Customer records and follow-up notes remain current and organized.
• The CFO receives timely updates and early notice of unresolved issues.
• Routine work is completed independently after training, with appropriate escalation when needed.