Accounting Administrative Assistant

PartsBase Inc.

Accounting Administrative Assistant dealing with accounts receivable and invoice management for PartsBase Inc., the world's largest online aviation marketplace.

Posted 5/19/2026full-timeDeerfield • Florida • 🇺🇸 United StatesMid-LevelSeniorWebsite

About the role

Key responsibilities & impact

Process and reconcile AR payments daily, including check deposits, wire transfers, ACH transactions, and electronic payments through Stripe and our CRM system
Apply customer payments accurately to open invoices, resolving discrepancies and unapplied cash promptly
Perform daily cash reconciliation and prepare bank deposit documentation
Maintain organized records of all payment transactions with proper supporting documentation
Identify and research payment discrepancies, short payments, and billing disputes
Generate and distribute customer invoices accurately and on schedule, ensuring compliance with contract terms
Set up and manage invoice approvals for DURA and Net 30 customers according to credit policies
Review and verify purchase orders against invoices to ensure accuracy before processing
Process credit memos, billing adjustments, and invoice corrections as needed
Support month-end billing cycles and assist with revenue recognition activities
Serve as primary point of contact for billing inquiries via phone, email, and shared accounting inboxes
Respond promptly and professionally to questions regarding invoices, payment confirmations, account balances, and Stripe payment links
Research and resolve billing discrepancies, posting errors, and customer concerns with a solution-oriented approach
Process refund requests following established approval procedures
Send professional payment reminders, collection letters, and account statements
Negotiate payment arrangements and work with customers to resolve outstanding balances
Post lockbox activity daily in CRM and Stripe; communicate remittance address updates to customers
Maintain accurate filing systems for accounts receivable documentation (digital and physical)
Assist with month-end close tasks including AR aging analysis, reconciliations, and journal entries
Support audits by providing requested documentation and account detail
Identify opportunities for process improvements and contribute to efficiency initiatives
Assist in Digital Office initiative to move all physical paper and processes into digital storage
Back up other accounting team members during peak periods or absences

Requirements

What you’ll need

3-5 years of hands-on experience in an accounting support role with significant exposure to accounts receivable, invoicing, and payment processing
Proven track record of accurately processing high volumes of financial transactions with minimal errors
Strong understanding of AR aging, collections processes, and credit management principles
Experience with payment processing systems (ACH, wire transfers, credit card processing platforms)
Demonstrated ability to reconcile accounts, identify discrepancies, and resolve issues independently
Solid grasp of basic accounting principles including debits/credits, revenue recognition, and the AR cycle
Intermediate to advanced Microsoft Excel skills (VLOOKUP, pivot tables, formulas, data analysis)
Experience with CRM platforms (Salesforce, or similar) and accounting software (QuickBooks, Sage, or comparable systems)
Familiarity with payment processing platforms like Stripe, PayPal, or merchant services portals
Certifications in bookkeeping, accounts receivable, or credit management are a plus

Benefits

Comp & perks

Health insurance
Flexible work arrangements

ATS Keywords

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Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools

accounts receivableinvoicingpayment processingAR agingcollections processescredit managementreconciliationaccounting principlesMicrosoft Exceldata analysis

Soft Skills

problem-solvingattention to detailcommunicationcustomer serviceorganizational skillsnegotiationindependencesolution-oriented approach

Certifications

bookkeepingaccounts receivablecredit management