Position Summary

Crockett Facilities Services is seeking a dependable, organized, and detail-oriented Accounting Assistant to support the day-to-day functions of the Accounting Department.

This is an entry-level position ideal for someone who is comfortable working with numbers, has strong organizational skills, and is interested in developing a career in accounting. The Accounting Assistant will provide support in accounts payable, accounts receivable, billing, collections, vendor compliance, and general accounting administration.

Training will be provided on company-specific systems and processes.

Key Responsibilities

Accounts Payable & Vendor Support

• • Prepare and reconcile vendor accounts payable statements.
  • Research missing invoices, credits, and discrepancies identified during vendor statement reconciliations.
  • Assist with vendor setup and maintain accurate vendor information.
  • Complete vendor credit applications and other requested vendor documentation.
  • Track and maintain Certificates of Insurance (COI) for vendors and subcontractors.
  • Monitor COI expiration dates and request updated certificates as needed.
  • Review received certificates for required information and follow up on missing or incomplete documentation.
  • Maintain accurate and organized vendor records and supporting documentation.
  • Assist the Accounts Payable function with additional administrative tasks as needed.

Accounts Receivable, Billing & Customer Support

• • Assist with Time & Materials (T&M) billing, including gathering and reviewing supporting documentation.
  • Verify required backup and documentation are available before invoices are processed.
  • Assist with researching and resolving missing billing information.
  • Prepare and send monthly customer statements.
  • Assist with Clara Collections escalations, including researching and updating customer contact information.
  • Maintain accurate customer billing and accounts payable contact information.
  • Assist with basic customer account research and collections-related administrative tasks.
  • Complete customer setup requests and ensure required information and documentation are received.
  • Gather billing, tax, credit, and contact information required for new customer accounts.
  • Enter and maintain accurate customer information in company systems.
  • Assist the Accounts Receivable function with additional administrative tasks as needed.

General Accounting & Administrative Support

• • Maintain organized electronic and physical accounting filing systems.
  • Scan, file, and retrieve accounting documentation as needed.
  • Maintain accurate supporting documentation for accounting transactions.
  • Assist with accounting projects and other responsibilities as knowledge and experience develop.
  • Provide general administrative support to the Accounting Department.

Qualifications

• • High school diploma or equivalent required.
  • Associate degree, accounting coursework, or business-related education preferred but not required.
  • Prior office, administrative, customer service, or accounting experience helpful but not required.
  • Basic proficiency with Microsoft Excel, Outlook, and other Microsoft Office applications.
  • Comfortable learning accounting and business software.
  • Strong attention to detail and accuracy.
  • Strong organizational and time-management skills.
  • Ability to manage multiple responsibilities and meet deadlines.
  • Strong written and verbal communication skills.
  • Ability to follow established processes and procedures.
  • Ability to work independently and collaborate with employees across multiple departments.
  • Willingness to ask questions, learn new processes, and take on additional responsibilities.

Key Attributes for Success

• • Organized: Able to manage multiple tasks, documents, and follow-up items while meeting deadlines.
  • Detail-Oriented: Ensures information, documentation, and data entry are complete and accurate.
  • Accountable: Takes ownership of assigned responsibilities and follows tasks through to completion.
  • Dependable: Consistently completes assigned work and communicates when assistance or additional information is needed.
  • Professional: Communicates effectively with vendors, customers, and coworkers.
  • Willing to Learn: Demonstrates an interest in developing accounting knowledge and taking on additional responsibilities.

Growth Opportunity

The Accounting Assistant will gain hands-on exposure to both Accounts Payable and Accounts Receivable, providing a strong foundation for continued development within the Accounting Department.

As proficiency and accounting knowledge develop, the employee may take on additional responsibilities such as:

• • Vendor invoice processing
  • Customer billing
  • Cash application
  • Account reconciliations
  • Collections support
  • Month-end close support
  • Other general accounting functions