Note: The job is a remote job and is open to candidates in USA. Avid Systems is a Washington, DC-based technology and professional services company providing innovative solutions to government and commercial customers. They are seeking an organized and dependable Accounting & Operations Assistant to provide remote support for the company’s accounting and business operations.ResponsibilitiesTrack customer and vendor orders from submission through fulfillmentMaintain accurate records of purchase orders, invoices, product details, shipping information, and order statusFollow up with vendors, distributors, and internal team members regarding outstanding ordersIdentify missing information, order delays, and discrepancies and escalate them when appropriateUpdate internal order-tracking reports and systemsHelp ensure that supporting documentation is complete and properly organizedReceive, review, and organize vendor invoicesConfirm that invoices have the necessary purchase orders, approvals, and supporting documentationEnter invoice and payment information into the company’s accounting or financial systemsRoute invoices to the appropriate individuals for approvalMonitor invoice approval and payment statusFollow up with internal approvers regarding outstanding invoicesRespond to routine vendor inquiries regarding invoice and payment statusMaintain organized and accurate accounts payable recordsMonitor employee and contractor timesheet submissionsSend reminders regarding upcoming and overdue timesheetsFollow up on missing, incomplete, or inaccurate timesheetsReview timesheets for basic completeness and accuracyCoordinate with employees, contractors, managers, payroll, and accounting personnel to resolve discrepanciesMaintain organized timesheet records and reportsMaintain accurate and confidential records related to employee and contractor background checksTrack background check status, completion dates, required renewals, and outstanding documentationFollow up with employees, contractors, vendors, and internal stakeholders regarding missing or incomplete compliance materialsOrganize authorization forms, screening confirmations, certifications, and related supporting recordsEnsure background check and compliance documentation is stored securely and is readily available for internal reviews, customer requests, or auditsMaintain tracking spreadsheets or systems used to monitor compliance requirements and expiration datesProtect sensitive personal information and follow company privacy, security, and records-retention proceduresEscalate overdue, incomplete, or potentially noncompliant records to the appropriate managerMaintain accurate electronic files and operational recordsPrepare basic spreadsheets, reports, and status updatesAssist with invoice, vendor, purchase-order, and timesheet reconciliationHelp document and improve recurring administrative processesProvide general administrative and operational support to company leadershipSkillsHigh school diploma or equivalent; associate’s or bachelor’s degree preferredAt least one year of experience in administration, accounting support, order processing, bookkeeping, or a related area preferredStrong organizational skills and attention to detailAbility to manage recurring deadlines and consistently follow up on outstanding itemsProfessional written and verbal communication skillsProficiency with Microsoft Outlook, Excel, Word, and TeamsAbility to work independently in a remote environmentAbility to handle financial, employee, and company information confidentiallyReliable internet connection and an appropriate remote workspaceExperience supporting accounts payable activitiesExperience tracking purchase orders, vendor orders, shipments, or product fulfillmentFamiliarity with QuickBooks, Microsoft Dynamics 365, or another accounting or ERP platformExperience working with employee or contractor timesheetsExperience working for a technology company, consulting firm, government contractor, or value-added resellerCompany OverviewAvid Systems LLC is a woman-owned Information Technology Services firm based in Washington, DC, with over 20 years of proven expertise in delivering transformative IT solutions. It was founded in 2004, and is headquartered in Washington, District of Columbia, USA, with a workforce of 51-200 employees. Its website is http://www.avidsys.com/.
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