Administrative Accounting Assistant

Accounting & Administrative Specialist

We are hiring for an Accounting & Administrative Specialist on behalf of our client, an established commercial facilities and services provider. This role delivers critical support across full-cycle accounts payable, accounts receivable, and operational office administration in a fast-paced business environment.

Location:

Chantilly, VA

Schedule:

Mon-Fri, Standard Business Hours Compensation: $70,000-$75,000 Responsibilities

• Enter vendor invoices into the accounting software with accurate general ledger (GL) and job code allocation.
• Process electronic and check disbursements according to designated vendor payment terms.
• Generate customer billings accurately and post incoming cash receipts to proper accounts.
• Source competitive vendor price quotes for specialized supplies and equipment, managing end-to-end purchasing upon approval.
• Maintain and reconcile monthly supply breakdown reports and manage job codes within the central accounting database.
• Draft formal service and supply proposals for active clients.
• Serve as primary operational cross-training backup for payroll, timekeeping, customer contracts, and budget management.
• Act as an operational point of contact for clients, staff, and vendors to address inquiries, process orders, and resolve issues.
• Digitize, audit, and organize physical and electronic files within secure shared drives, assisting with scheduled record retention and file disposal.
• Process, sort, and route incoming corporate mail and official correspondence.

Qualifications and Key Skills

• 5+ years of professional office administrative experience combined with practical knowledge of AP/AR and invoice processing.
• Advanced proficiency in Microsoft Office Suite, electronic document management, and database data entry.
• Prior hands-on experience utilizing Sage Accounting software (Sage 50 Cloud preferred).
• Strong mathematical aptitude and a solid grasp of foundational accounting principles.
• Exceptional attention to detail, organization, and multi-tasking skills under deadline pressure.
• Excellent verbal and written communication skills across diverse stakeholders.
• Bilingual capabilities in English and Spanish are preferred.
• Prior exposure to corporate social media management is a plus.

Compensation / Pay Rate (Up to): $70,000.00 - $75,000.00 Per Year