Accounting Administrative Assistant

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PartsBase Inc.

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 1999

📦 Logistics

🏭 Manufacturing

🎖️ Defense

Logistics • Manufacturing • Defense

PartsBase Inc. is a comprehensive and fully integrated buying and selling platform for aviation parts and services, serving commercial, business, and military sectors. With over 25 years of experience, PartsBase offers access to real-time availability of 15 billion items of inventory and 3. 3 million lines of repair capabilities, catering to the needs of the aerospace, aviation, and defense industries. The platform connects users with the largest community of aviation professionals and companies, unlocking access to a vast database of aerospace parts and services. PartsBase also provides advanced technologies for streamlined aviation workflows and has become a preferred tool for numerous aviation professionals around the world, trusted by over 7,300 companies and 83,000 members. Based in Deerfield Beach, Florida, PartsBase is committed to innovation and customer satisfaction.

📋 Description

• Process and reconcile daily accounts receivable payments through checks, wires, ACH, Stripe, and CRM systems • Apply customer payments to open invoices and resolve discrepancies and unapplied cash • Perform cash reconciliations and prepare bank deposit documentation • Maintain payment transaction records and supporting documentation • Generate and distribute invoices according to contract terms • Manage invoice approvals for DURA and Net 30 customers • Verify purchase orders against invoices • Process credit memos, billing adjustments, invoice corrections, and refunds • Support month-end billing, revenue recognition, AR aging analysis, reconciliations, and journal entries • Handle customer billing inquiries via phone, email, and shared accounting inboxes • Send payment reminders, collection letters, and account statements • Negotiate payment arrangements and resolve outstanding balances • Post lockbox activity in CRM and Stripe • Maintain accounts receivable filing systems and support audits • Identify process improvements and support the Digital Office initiative • Back up accounting team members during peak periods or absences

🎯 Requirements

• 3–5 years of hands-on accounting support experience with significant accounts receivable, invoicing, and payment processing exposure • Experience accurately processing high volumes of financial transactions • Strong understanding of AR aging, collections, and credit management principles • Experience with ACH, wire transfers, and credit card processing platforms • Ability to reconcile accounts, identify discrepancies, and resolve issues independently • Knowledge of debits/credits, revenue recognition, and the accounts receivable cycle • Intermediate to advanced Microsoft Excel skills, including VLOOKUP, pivot tables, formulas, and data analysis • Experience with CRM platforms such as Salesforce and accounting software such as QuickBooks or Sage • Familiarity with Stripe, PayPal, or merchant services portals • Ability to generate reports and extract data for analysis and decision-making • Excellent written and verbal communication skills • Customer service experience handling sensitive financial conversations and disputes • Strong phone presence and professional email communication • Exceptional attention to detail and accuracy • Strong organization, time management, and prioritization skills • Ability to work independently with minimal supervision • Reliability, dependability, collaboration, adaptability, and discretion with sensitive financial information • Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred • Associate’s degree with relevant experience will be considered • Certifications in bookkeeping, accounts receivable, or credit management are a plus • Authorization to work in the country of application without sponsorship

🏖️ Benefits

• Fully remote work environment • Inclusive, team-focused culture • Opportunity to work with peers worldwide • Cross-functional interaction • Professional growth and continuous learning opportunities