Accounting Assistant (Full Time/In Person/NYC Location)

Accounting Assistant / Accounts & Collections (Full Time)

Key Responsibilities

Accounts Receivable & Collections

Monitor customer accounts and identify past-due balances

Contact customers via phone and email to follow up on outstanding invoices

Maintain collection notes and update payment statuses

Verify payment details such as check numbers, remittance information, and payment dates

Escalate unresolved or severely past-due accounts to management

Invoice Verification & Customer Accounts

Review and verify customer invoices for accuracy

Research and resolve billing discrepancies with customers

Confirm correct pricing, discounts, terms, and account codes

Ensure invoices align with sales orders and agreements

Accounts Payable & Vendor Coordination

Review vendor bills to confirm accuracy, pricing, and quantities

Match vendor invoices against purchase orders and receiving documents

Contact vendors to clarify discrepancies or request corrected invoices

Maintain organized records of vendor communications

Reconciliations & Reporting

Assist with account reconciliations (customer, vendor, and general ledger)

Identify and report discrepancies or inconsistencies

Help prepare aging reports for accounts receivable and payable

Support month-end and year-end close processes

Administrative & Accounting Support

Maintain accurate and organized financial records

Assist accounting team with audits, documentation, and data entry

Follow internal accounting policies and procedures

Provide general support to the accounting department as needed

Qualifications & Skills

Previous experience in accounting, bookkeeping, or accounts receivable/payable preferred

Strong communication skills, especially for phone-based collections

High attention to detail and strong organizational skills

Ability to handle sensitive financial conversations professionally

Proficient in accounting software and Microsoft Excel

Ability to work independently and manage multiple follow-ups

Ideal Candidate Traits

Comfortable making collection calls

Persistent but professional in follow-ups

Organized, dependable, and detail-oriented

Problem-solver who can research and resolve discrepancies