Accounting & Operations Support Specialist

This role supports day-to-day accounting and operations by handling payable accounts, order entry, and billing activities in Quick Books Online. It ensures accurate processing of vendor invoices, customer orders, credits, sales tax filings, and receivables while maintaining organized records. The position also assists with construction job coordination, Smartsheet administration, and AIA billing, working closely with project managers, vendors, and internal teams to keep projects and finances on track.

• Match vendor invoices to purchase orders, receiving documents, and job numbers. Enter vendor invoices and credit memos into Quick Books Online.
• Process payments to vendors.
• Track and record credits for damaged material. Work with the plant manager and vendors to verify that all credits are received.
• Enter customer orders into the ERP system with accurate pricing, quantities, and job details.
• Follow up on overdue receivables regularly.
• Respond to vendor and internal inquiries regarding invoice or order status.
• Record transactions that the bank feeds into Quick Books Online and attach supporting receipts for all expense transactions.
• Prepare sales tax returns across multiple entities and file with state agencies.
• Support month‑end close accounting activities.
• Smartsheet’s administration – keep Smartsheet’s with construction job details up to date as jobs move from bid to completion.
• Assist with AIA billing for construction jobs.
• Assist with coordination of construction jobs, as requested by the project manager. This could include obtaining signed contracts, working with construction companies to obtain project start dates, retainage billing, etc.

• High school diploma or equivalent;
  Associate’s Degree in Accounting or Business preferred.
• 1–3 years of accounts payable, order entry, or administrative accounting experience.
• Strong attention to detail and data accuracy.
• Experience with accounting or ERP systems – Quick Books knowledge is a must.
• Proficient in Microsoft Excel and Office applications.
• Ability to manage multiple priorities in a fast‑paced environment.
• Strong communication and organizational skills and willingness to learn and improve processes.

• Demonstrate proactivity by anticipating needs and going above and beyond.

• Experience entering customer orders in a manufacturing or distribution environment.
• Familiarity with job costing or production-based workflows.

This position will be 40 hours a week 8am-4pm on site with time spent at both of our locations, which are in Dutton and Grand Rapids, Michigan.