Job Title: Administrative Assistant
Location : Phoenix, AZ
Salary Range: USD 50,000–60,000
Work Schedule: Monday–Friday, 9:00 AM–5:30 PM
■ Position Summary
The Administrative Assistant provides comprehensive administrative and system support to the Finance Department and general office operations. This role requires strong proficiency in ERP systems—particularly Microsoft Dynamics 365—and involvement in AP/AR processing, financial record maintenance, document management, sales support, and cross-department coordination. Exceptional attention to detail, strong computer skills, and the ability to manage multiple tasks efficiently are essential.
■ Essential Duties & Responsibilities
- Process AP/AR transactions: invoice entry, payment runs, reconciliations, vendor/customer follow-up, and collections support.
- Maintain accurate financial records; assist with month-end closing and management reporting.
- Respond to vendor/customer inquiries, resolve discrepancies, and maintain financial document filing systems.
- Provide general administrative support (office supply management, filing, data entry, phone/email handling, scheduling, meeting coordination).
- Support the Sales Department: sales order entry, customer database maintenance, assistance with quotes/proposals, meeting coordination, inventory tracking.
- Utilize ERP/accounting systems (Microsoft Dynamics 365 or similar) for transactions and reporting.
- Coordinate shipping/receiving documentation and work with warehouse/logistics partners.
- Support HR, IT, facilities, and other departments on special projects.
- Maintain compliance with company policies, confidentiality standards, and regulatory requirements.
- Assist with new employee onboarding and office procedure training.
- Prepare reports, presentations, and correspondence as requested.
- Participate in process improvement initiatives and operational efficiency.
■ Education & Experience
- High school diploma required; Associate’s degree in Business, Accounting, or related field preferred.
- 1–2 years of AP/AR or administrative support experience required.
- Experience with accounting software and ERP systems preferred.
- Must be legally authorized to work in the United States.
■ Qualifications
- Strong attention to detail and accuracy.
- Excellent organizational and time management skills.
- Proficient in Microsoft Office (Excel, Word, Outlook); advanced Excel skills a plus.
- Basic understanding of accounting principles and financial processes.
- Strong verbal and written communication skills.
- Ability to handle confidential information professionally.
- Customer service orientation and professional demeanor.
- Ability to multitask and work in a fast-paced environment.
- Team player with the ability to work independently.
- Problem-solving skills, initiative, and adaptability.
- Basic math skills for financial calculations.
- Experience with Microsoft Dynamics 365 Business Central a plus.
- Bilingual English/Japanese helpful but not required.