Accounting and Operations Support Specialist

Accounting and Operations Support Specialist

Position Summary
The Accounting and Operations Support Specialist supports the company's accounting and operational functions by managing customer billing, payment collections, financial reporting, inventory transactions, purchasing activities, and order management processes. This position serves as a key liaison between Accounting, Sales, Purchasing, and Operations to support cash flow objectives, maintain data integrity, and ensure efficient order fulfillment. The ideal candidate is highly organized, detail-oriented, analytical, and capable of managing multiple priorities in a fast-paced environment.

• Process and reconcile customer payments for order deposits, final balances, and account settlements, ensuring timely collection and accurate application of payments to customer accounts.
• Monitor customer account balances and send payment requests for outstanding balances due upon container arrivals and order fulfillment milestones.
• Investigate billing discrepancies and resolve payment‑related issues.
• Assist in preparing monthly financial reports, balance sheet reconciliations, and supporting schedules; analyze variances and account activity to ensure the accuracy and completeness of financial information.
• Research Customer Request Forms (CRFs) and coordinate customer refunds, credits, and adjustments in accordance with company policies.
• Maintain confidentiality of financial and customer information.

• Review and audit sales orders for accuracy, including pricing, freight charges, discounts, and customer‑specific terms.
• Identify and correct discrepancies prior to order processing and invoicing.
• Verify purchase orders are created and properly aligned with customer orders and inventory requirements.
• Ensure all order‑related transactions are accurately reflected within company systems.

• Enter container manifests into ERP system and update purchase order pricing information as shipments become available.
• Analyze container reports to support inventory allocation and order planning prior to container arrivals.
• Verify inventory availability and system accuracy before releasing orders for fulfillment and shipping.
• Release approved customer orders to Operations for fulfillment and shipping.

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, Supply Chain Management, or a related field preferred.
• 2+ years of experience in accounting, accounts receivable, financial reporting, order management, operations support, or a related role.
• Experience with ERP systems, preferably SAP.
• Strong proficiency in Microsoft Excel and Microsoft Office applications.
• Understanding of accounts receivable processes, reconciliations, financial reporting, and general accounting principles.
• Excellent attention to detail, organizational, and analytical skills.
• Ability to prioritize multiple tasks and meet deadlines in a fast‑paced environment.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively across departments.
• Experience leveraging artificial intelligence (AI) tools to enhance reporting, analyze financial and operational data, automate routine tasks, and improve business processes preferred.

• Accounts Receivable Management
• Balance Sheet Reconciliations
• Billing and Invoicing
• Credit Card Payment Processing
• Cash Collections
• ERP Systems (SAP)
• Inventory and Purchase Order Management
• Order Processing and Fulfillment
• Data Accuracy and Quality Control
• Problem Solving and Analysis
• Utilization of AI Tools (such as ChatGPT, Microsoft Copilot, or similar platforms) for Reporting, Data Analysis, and Process Improvement
• Cross‑Functional Collaboration