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Jobs details

Accounting & Administration Assistant (USA, Fairfield)

Job Description

Accounting :
  • Review and enter all vendor bills into AX system
  • Review and process employee expense reports
  • After invoice approval by Accounting Manager, prepare payment via check or wire
  • Bank reconciliations for both US and Mexico accounts
  • Process monthly and quarterly tax payments
  • Work with external accountant in producing financial reports
  • Generate and send invoices to customer
  • Filing bills with tax separately according to state to ensure organization when making state sales/use tax payments
  • Manage AR and follow up with past due customers
  • Maintain spreadsheet for management with AR updates
  • Process customer payments via online credit card system
  • Record prepaid insurance, accrued expenses and depreciation entries
  • Quarterly and year end entries
  • Adding sales tax manually to sales orders in states which we have employees stationed (Nexus) based on specific state legislation regarding computer software/hardware. Keeping up to date with the tax law.
  • Validating sales/consignment orders with cost in a timely fashion.
  • Ensure that orders have the proper billing name/address, delivery name/address, proper dimensions, payment terms match purchase order, determining if sales tax should be added/not added/not applicable, pricing matches the purchase order/signed quote, not a duplicate order
Administration :
  • Sorting the mail and distributing to the appropriate personnel
  • Answering phones as well as customer emails/internal emails
  • Assist Accounting Manager with office supply orders
  • Maintain filing system
  • Performs other duties as assigned


  • Bachelor’s degree in Accounting or Finance
  • Minimum of 2 years working in bookkeeping/accounting
  • Advanced Knowledge of MS Office specifically Excel
  • Microsoft Dynamics Knowledge is an asset
  • Extended knowledge of GAAP
  • Strong Communication and problem solving Skills
  • Ability to work independently and under tight deadlines
  • Follows guidelines and/or instructions
  • Reliable and Positive Attitude
  • Detail Oriented
  • Bilingual (English - Spanish)


You will benefit from working in a friendly, lively environment having ambitious commercial objectives. Our dynamic team brings the best out of motivated potentials. In addition, you will receive a competitive salary and a range of other employee benefits.



Accounting & Administration Assistant


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