Accounts & Administrative Specialist

Schedule: Full-Time | Monday – Friday, 8:00 AM – 5:00 PM (Flexibility required for month-end close)

Reporting Line: Reports directly to the Finance Manager (Dallas HQ); solid functional line to the Houston Office Manager.

The Accounts & Administrative Specialist handles full-cycle Accounts Receivable (A/R), Accounts Payable (A/P), customer billing, and office administrative functions. Acting as a key operational anchor for the Houston distribution facility, this individual ensures strict payment accuracy, active debt collection and precise ERP data entry in Sage 100 or similar.

• Payment Application & Posting: Post customer payments in Sage 100 via Cash Receipts Entry, Manual Check, and Credit Card processing.
• Credit Administration & Onboarding: Process new credit applications, conduct trade reference checks, update billing details, and maintain tax-exempt certificates. Set up new customers and maintain updated client databases.
• Collections & Debt Prevention: Monitor delinquent accounts, place/override credit holds as authorized, conduct daily collection calls, resolve skipped invoices or short-pays, and manage returned items/NSF checks.
• Cash Handling & Banking: Collect COD / will-call payments, log check receipts, perform remote check scanning, and complete physical bank runs for cash deposits.
• Cash Flow Reporting: Maintain, format, and deliver the weekly Cash Expectancy Report tracking collected cash, pending payments, and credit card/ACH entries.
• Invoice Entry & Matching: Collect, code, and enter vendor/expense invoices into Sage 100.
• A/P Reporting & Reconciliation: Maintain and format the weekly Aged A/P Report
  ; match physical invoices against reporting to ensure complete accuracy before sending to the Finance Manager.
• Payment Processing: Prepare vendor remittance advices and reconcile corporate credit card statements.

• Invoice Generation & Distribution: Match packing lists with sales orders, verify weights/materials, convert sales orders into final invoices, and distribute them to customers via email/Paperless Office or mail.
• Material Returns (RMA): Process Return Material Authorizations (RMAs) in Sage 100, record RMA receipts upon warehouse return, issue credit memos, and transmit copies to customers.

• Front Office Duties: Greet visitors, answer and redirect multi-line phone calls, and fetch daily mail from the mailbox.
• Office Operations: Order office supplies, run local administrative errands, assist outside sales reps with customer account queries, and coordinate general office maintenance.
• Filing & Audit Prep: Organize and maintain daily A/R, A/P, expense, and material filing systems; pull financial records during annual audit reviews.

• Experience: Preferred in Accounts Receivable, Accounts Payable, Billing, and Office Administration. Willing to train.
• Software
  
  Skills:
  
  Intermediate Microsoft Excel skills (data formatting, formulas, reconciliation), along with proficiency in Outlook, Teams, and Zoom
  .
• Languages: Bilingual fluency in English and Spanish is strongly desirable (English-only required).

• High Attention to Detail: Precise matching of vendor invoices, line-item weights, and ledger entries.
• Proactive & Self-Motivated: Strong sense of urgency and initiative to complete task queues without constant supervision.
• Punctuality & Reliability: Strict adherence to 8:00 AM – 5:00 PM business hours with a commitment to staying late during month-end close or urgent operational needs.
• Strong Ethical Boundaries: Absolute confidentiality, professionalism, focus, and dedication to team success.