Accounting Administrative Assistant

2851 W Kathleen Rd, Phoenix, Arizona , United States

Job Summary: The Accounting Administrative Assistant provides essential administrative support to the accounting and finance team, ensuring efficient day-to-day office operations and accurate coordination of accounting-related activities. This role supports the Director of Accounting Operations and the broader team by managing office logistics, maintaining departmental organization, assisting with ERP system administration, and facilitating communication across internal stakeholders. The ideal candidate is highly organized, detail-oriented, and capable of handling multiple priorities in a fast-paced environment.

• Greet and direct visitors entering the accounting department in a professional manner
• Sort and distribute daily mail; prepare and distribute outgoing shipments (e.g., Fed Ex)
• Procure and maintain office supplies, including coffee, snacks, Fed Ex materials, and general office items
• Coordinate and schedule maintenance or repairs for kitchen and office equipment (e.g., coffee machines, water dispensers)
• Assist with planning and coordinating team events, lunches, and group meetings
• Provide administrative support to the Director of Accounting Operations on special projects and ad hoc tasks
• Manage and maintain the department Outlook calendar, including scheduling and sending notifications for meetings, events, out-of-office, and vacation schedules, as well as distributing weekly team updates
• Set up new customers, subcontractors and vendors in the ERP system, including verifying approvals, entering accurate data, uploading supporting documentation, and communicating completion to relevant team members

• Minimum of 2+ years of administrative experience, preferably within an accounting, finance, or corporate office environment
• Proficiency in Microsoft Excel and Microsoft Office Suite (Outlook, Word)
• Strong organizational and time-management skills with the ability to prioritize multiple tasks
• High attention to detail and accuracy in data entry and recordkeeping
• Excellent written and verbal communication skills
• Ability to maintain confidentiality and handle sensitive information
• Experience working with ERP systems or similar data management tools (basic level acceptable)

• 4+ years of experience in an accounting or finance support role
• Familiarity with Microsoft Power Point
• Familiarity with ERP systems (e.g., Net Suite, SAP, Oracle, or similar)
• Experience supporting senior leadership (e.g., Director-level or above)
• Previous experience in invoice processing or accounts payable support
• Demonstrated ability to coordinate events or manage office operations
• Associate’s or Bachelor’s degree in Business Administration, Accounting, or a related field

• Must be able to effectively communicate, listen, speak, and write clearly in order to communicate with colleagues and/or customers; manual dexterity required for occasional reaching, lifting of light office objects, and operating office equipment

• The office is clean, orderly, properly lighted and ventilated; noise levels are considered low to moderate

Working Hours: This position generally works Monday‑Friday, overtime and on call when necessary

• Medical
• Vision
• Flexible Spending Accounts
• 401K w/ company match
• Life/AD&D/LTD
• Paid Vacation/Sick/Holidays
• Employee Assistance Program
• Pet Insurance

This company considers candidates regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, citizenship status, ancestry, sex, age, physical or mental disability unrelated to ability, marital status, family responsibilities, pregnancy, genetic information, sexual orientation, gender expression, gender identity, transgender, sex stereotyping, order of protection status, protected veteran or military status, or an unfavorable discharge from military service, and other categories protected by federal, state or local law.

All your information will be kept confidential according to EEO guidelines.