Located in Long Island City, NY
Pay: 20.00
Job Full Description
The Wholesale Accounting and Administrative Assistant provides critical support with customer payment processing, purchase order support, vendor invoice tracking, and collections activities. This role is scoped to provide transactional and reporting support–focused on data entry, reconciliations, tracker updates, and preparation of logs and reports for management review. This is a temporary, part-time position limited to 20 hours per week to support Wholesale and Finance teams
Responsibilities (include but are not limited to):
Customer Payment Processing & Recording (25%)
● Post customer payments into Wholesale order management system (Local Food Marketplace) daily
● Reconcile payment records between Wholesale order management system (Local Food Marketplace) and
accounting systems (NetSuite)
● Process and record ACH, check, and credit card payments
● Update customer payment status and maintain accurate payment logs
● Prepare a weekly payment summary for management review
Purchase Order Support (40%)
● Enter approved procurement purchase orders into NetSuite based on documentation provided
● Verify PO accuracy including vendor information, pricing, quantities, and delivery dates based on documentation
provided
● Match purchase order receipts with corresponding vendor invoices and note variances for review
● Coordinate with Procurement Specialist to resolve PO discrepancies
● Maintain organized digital filing system for all PO documentation
● Coordinate with Procurement Specialist to resolve PO discrepancies
Vendor Payment Tracking (20%)
● Track vendor invoices and payment due dates
● Log all vendor payments in tracking spreadsheet and accounting systems
● Verify vendor payment terms and ensure timely processing
● Maintain the A/P tracking sheet and prepare a weekly aging snapshot of upcoming payments for management and
Finance approval
● Communicate with vendors regarding payment status and resolve inquiries
Collections Support (15%)
● Support Accounts Receivable collections efforts
● Send payment reminders to customers with outstanding balances
● Update customer account status and notes in system
● Prepare weekly aging reports for overdue accounts for management review
● Assist in following up on past-due invoices via email and phone
● Document all collection activities and customer communications
Required Qualifications
● 2+ years experience with accounting, bookkeeping or administrative finance roles
● Proficiency with accounting/ERP systems (NetSuite strongly preferred)
● Experience with order management or invoice platforms
● Proficiency in Excel / Google Sheet skills including pivot tables and lookups, reconciliations and tracking
● Strong attention to detail and accuracy in data entry and reconciliations
● Ability to meet deadlines and manage multiple tasks on part-time schedule
● Well-versed in written and verbal professional communications including ability to draft customer / vendor
correspondence
Schedule
This is a part-time temporary position capped at 21 hours per week. The role is fully in person at Hunt’s Point, Bronx. Work hours will be scheduled during standard business hours Monday-Friday 9am-5pm and will be set in consultation with the Wholesale Program Director and Assistant Director to ensure consistent
coverage for accounting support and administrative tasks.
Compensation
This is a part-time temporary position paid on an hourly basis. The anticipated rate is $25-$30 per hour commensurate with
experience.
Employment Type
Temporary, part-time position term limited at 90 days
Location
The position is fully in person at the New York State Regional Food Hub in Hunt’s Point, Bronx. All duties must be performed
on-site during standard business hour
#2843ST
Queens Northwest, NY
2843
44-02 11th Street
Suite 616
Long Island City, NY 11101
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