Accounting Administrative Assistant

Company Overview

PartsBase Inc. is the world's largest online Aviation Marketplace and Community. Our global community is comprised of over 6,500 companies accessing our technology in over 140+ countries & territories. We work with some of the biggest brands in aviation including Delta, Northrop Gruman, AvAir, Heico, Chevron, Air France Industries, and Air Australia.

PartsBase offers a FULLY remote environment where one can work at the forefront of where the aviation business meets technology. Imagine getting to work with peers worldwide, implementing business technology projects that challenge the boundaries.

Life at PartsBase

One of the top benefits of working at PartsBase is the culture. We are a TEAM-focused organization, and everyone celebrates each other's successes. Our inclusive culture welcomes all employees and values their unique contributions to our success. Our clients tell us time and time again that our people set us apart from the competition.

We naturally strive to hire the very best talent. The ideal candidate is a motivated, well-organized individual who has a deep understanding of prospecting and developing strong relationships with customers.

The Opportunity

We're seeking a seasoned Accounting Administrative Assistant to become an essential member of our finance operations team. We need someone who already knows their way around accounts receivable, can process payments with precision, and has successfully managed customer billing relationships in a professional environment.

In this position, you'll be responsible for day-to-day execution of critical AR functions: posting payments across multiple channels, managing invoice cycles, driving collections, and serving as the go-to resource for billing inquiries from our global member base. You'll work autonomously on routine tasks while collaborating closely with the accounting team on month-end activities, reconciliations, and process optimization.

What You'll Do

Accounts Receivable & Payment Processing

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

Invoicing & Billing Management

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

Customer Service & Inquiry Management

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

Administrative & Operational Support

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

What You Bring

Required Experience & Skills

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

Technical Proficiency

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

Comfortable learning new software systems and adapting to technology changes

Ability to generate reports and extract data for analysis and decision-making

Communication & Interpersonal Skills

Excellent written and verbal communication skills with the ability to interact professionally with customers, vendors, and internal stakeholders at all levels

Proven customer service experience handling sensitive financial conversations and resolving disputes tactfully

Strong phone presence and ability to manage difficult conversations while maintaining composure

Clear, professional email communication with proper grammar, tone, and attention to detail

Work Style & Competencies

Exceptional attention to detail and accuracy—you take pride in error-free work

Highly organized with strong time management skills and ability to prioritize competing demands

Self-starter who can work independently with minimal supervision while knowing when to ask questions

Reliable and dependable—you show up on time and follow through on commitments

Collaborative team player who contributes to a positive, supportive work environment

Adaptable and resilient in a fast-paced environment with changing priorities

Maintains confidentiality and exercises discretion when handling sensitive financial information

Solution-oriented mindset with a commitment to continuous learning and professional growth

Fast-paced, collaborative team environment with cross-functional interaction

Professional office setting with standard accounting periods and month-end intensity

Bachelor's degree in Accounting, Finance, Business Administration, or related field preferred

Associate's degree with relevant experience will be considered

No CPA required—we value practical experience and a strong work ethic

Certifications in bookkeeping, accounts receivable, or credit management are a plus