Accounting Assistant

Description Zelh is a fast-growing, passionate outsourcing company. Our mission is to be the most reliable partner by delivering consistently high-quality services. We build long-term relationships with our customers, employees, and vendors through personal attention, clear communication, and respect. That’s the foundation of everything we do. Now we are looking for Accounting Assistant for one of our logistics client. The Accounting Assistant supports the company’s daily financial and accounting operations through the management of accounts receivable (A/R), accounts payable (A/P), collections, financial reporting, vendor/carrier record maintenance, and special projects. This role plays a critical part in maintaining accurate financial records, supporting cash flow management, ensuring timely invoicing and collections, and providing executive leadership with actionable financial visibility. Key Responsibilities 1. Accounts Receivable & Billing Administration Delivered Not Invoiced (DNI) Management: Maintain and monitor DNI reports. Identify delivered shipments lacking billing documentation, communicate missing items to operations, and distribute updated DNI reports every Monday, Wednesday, and Friday. Daily Invoicing: Ensure all eligible shipments are billed daily (Monday–Friday). Verify all required documentation prior to invoicing and maintain strict adherence to billing accuracy standards. Aging & Terms: Set invoice aging to begin on the shipment pickup date (unless otherwise directed). Monitor customer payment terms, maintain billing profiles, and recommend improvements to billing processes that impede collections. Payment Application: Accurately record customer payments, apply receipts to open invoices, and reconcile unapplied cash or payment discrepancies. 2. Collections Management Process Coordination: Serve as primary coordinator for customer collections. Routinely monitor aging reports, identify delinquent accounts, and conduct polite, firm outreach via telephone and email. Record Keeping: Maintain detailed, up-to-date log notes regarding all outreach, customer responses, and payment promises. Escalations: Identify high-risk accounts or payment disputes and escalate them promptly to executive leadership with actionable recommendations. (Note: This role executes collections but does not independently authorize payment plans, discounts, terms revisions, or write-offs). Weekly A/R Reporting: Prepare and distribute a comprehensive weekly A/R report sorted from oldest to newest open balance, including: A/R Aging Summary: Current, 1–30, 31–60, 61–90, and 91+ days past due. Open Invoice Detail: Customer name, invoice number/date, shipment/load number, due date, balance, and days outstanding. High-Priority Collections Section: Detailed tracking for over-terms accounts, major balances, disputes, non-responsive accounts, and special watchlist accounts. Cash Flow Projections: Expected collection forecasts for 7-day and 30-day windows, along with risk assessments and trend analysis. 3. Accounts Payable & Carrier Management Invoice Verification: Review carrier and vendor invoices against delivery documentation for accuracy and complete supporting records before marking items eligible for payment. Documentation & Onboarding: Maintain organized carrier/vendor records (including W-9 forms, payment details, and contact information). Follow up on missing or incomplete billing documentation. Payable Administration: Monitor upcoming payment due dates, track payment terms, and prioritize payables according to operational impact. Weekly A/P Reporting: Prepare and distribute a weekly A/P report categorized into: All Payables: Complete list of obligations sorted by due date (oldest to newest). High-Priority Payables: Dedicated tracking for factoring companies, active payment inquiries, operationally critical carriers, and leadership-designated urgent payables. Payment Posting: Accurately log approved vendor/carrier payments in the accounting software and maintain clean ledger histories. 4. Financial Reporting & Administrative Support Prepare recurring financial and operational reports as assigned (e.g., monthly volume/load activity reports). Assist with accounting process improvements, reporting automation initiatives, and system organization. Maintain clean, organized digital accounting files and supporting documentation. 5. Special Projects Support accounting, operational, technology, and reporting initiatives as assigned. Assist with administration within QuickBooks Online and associated financial software tools. Authority & Decision-Making Guidelines The Accounting Assistant executes, monitors, and reports on accounting procedures but does not possess independent authority to bind the company financially or alter terms. Prior Approval from Executive Leadership is required for: Execution of carrier and vendor payments. Vendor payments outside standard approved procedures. Modifications to customer or carrier payment terms. Settlement agreements, payment plans, credits, or account write-offs (A/R or A/P). Any new financial commitments or material process alterations to billing/accounting workflows. Qualifications & Expectations Accuracy & Detail: High level of precision in data entry, financial reconciliation, and record keeping. Communication: Clear, professional written and verbal communication for outreach with customers, carriers, vendors, and internal teams. Time Management: Strong sense of urgency and ability to consistently meet weekly reporting, billing, and collection deadlines. Software Proficiency: Hands-on experience with QuickBooks Online and core accounting workflows (A/R, A/P, Collections). Integrity & Discretion: Proven ability to handle confidential financial records with care and exercise sound judgment when escalating critical issues. Working Conditions Schedule: Mon–Fri, 07.00-16.00 CST Competitive Salary in USD Work type: Remote 10+ business days of paid time off, 15 after 2 years Equipment provided