Administrative Specialist, Accounting

Position OverviewWe are seeking a detail-oriented and highly organized Accounting Administrative Specialist to support daily accounting operations and general office administration. This role plays a critical part in maintaining accurate financial records, managing accounts receivable, supporting auction invoicing, and ensuring efficient office workflows.The ideal candidate will have strong accounting administrative experience, excellent organizational skills, and the ability to manage multiple priorities in a fast-paced environment. This position will also serve as backup support for general administrative operations.Key ResponsibilitiesAccounting & Financial AdministrationProcess bills, payments, and invoices with a high degree of accuracyManage accounts receivable and oversee collections processes from start to completionPrepare and send auction invoices to customersContact purchasers regarding outstanding payments and resolve discrepanciesConduct payout audits to ensure consignor payment accuracyAssist with monthly sales tax preparation and documentationUtilize QuickBooks and other systems for bookkeeping and financial trackingAuction & Client SupportProvide invoices and updates to buyers and consignorsCoordinate buyer pickup schedules and ensure payment completion prior to release of itemsGenerate consignor reports and no-sale reportsNotify consignors regarding auction results and item statusesAssist with shipping coordination and respond to shipping inquiriesAdministrative & Office SupportMaintain organized filing systems, including master files and archivesPerform data entry and review records for accuracy and completenessManage calendars, appointments, and scheduling needsPrepare and assemble documents, reports, and meeting materialsAnswer incoming calls, monitor shared email inboxes, and provide customer supportAssist with front desk coverage as neededProvide backup support for contracts and pickup processingPerform general office duties and additional administrative tasks as assignedQualificationsAssociate’s or Bachelor’s degree preferredProven experience in administrative and/or accounting support rolesProficiency in Microsoft Office (Word, Excel, Outlook)Experience with QuickBooks or similar accounting software requiredStrong attention to detail and accuracy in data entry and financial tasksExcellent organizational and multitasking abilitiesStrong written and verbal communication skillsProfessional customer service and phone etiquetteAbility to prioritize tasks and meet deadlinesAbility to lift up to 30 lbs as neededPay: $17.00 - $20.00 per hourExpected hours: 40.0 per weekBenefits:401(k)Paid time offWork Location: In person