Operational Assistant

Operational Assistant (Accounts Receivable & Operation Focused)

Location: Carlstadt, NJ
Type: Part-Time or Full-Time
Department: Accounting / Operational

About the Role

We are seeking a detail-oriented Operational Assistant (Accounts Receivable & Cash Flow Focus) to support our accounting team in a fast-paced, operations-driven environment. This role is ideal for a student or early-career candidate pursuing accounting, finance, or business who wants hands-on experience with payment tracking, deposit verification, customer account follow-up, QuickBooks updates, and collections support. 

Responsibilities include recording deposits, monitoring customer balances, assisting sales with deposit-related follow-up, touching base with leads who have existing open quotes, supporting cash flow by helping keep projects financially on track, documenting account communication, and maintaining organized records.
 

 Strong organizational skills, professionalism, and attention to detail are essential. QuickBooks and Excel experience are a plus. The role reflects the team’s day-to-day work in deposit verification, payment collection, overdue accounts, and customer follow-up.

What You’ll Do

• Verify and record daily customer deposits, including ACH, bank deposits, credit card payments, and financing-related receipts
• Update QuickBooks and internal tracking tools with deposits, payment activity, customer notes, and account status
• Assist sales by helping monitor deposit activity tied to upcoming jobs and customer schedules
• Support cash flow by following up with customers regarding required deposits, outstanding balances, and payment timing before projects move forward
• Touch base with leads and customers who have existing open quotes to help maintain engagement and support the sales-to-payment process
• Assist with daily and weekly accounts receivable follow-up, including contacting customers regarding balances due, overdue payments, and payment confirmation
• Support collection efforts by documenting payment attempts, client communication, and account history for overdue balances
• Work closely with logistics and sales to confirm payment status before scheduled installations or project completion
• Process and document bounced or rejected payments and update customer records accordingly
• Assist with invoice tracking, open balance review, and account reconciliation
• Maintain organized customer account files, payment records, and supporting documentation for reporting and follow-up
• Support month-end tasks such as reconciling deposit activity, reviewing outstanding invoices, and ensuring records are current

Your department procedures already tie deposits directly to scheduling, payment verification timing, and confirmation of whether projects are financially “good to go,” which makes this role an important support to both A/R and operational cash flow.   The team also manages active payment follow-up, overdue collections, and customer communication after installation, making strong organization and professional follow-through essential in this position.  

What We’re Looking For

• Pursuing or recently completed a degree in Accounting, Finance, Business, or related field
• Strong attention to detail and ability to keep accurate records
• Interest in Accounts Receivable, cash flow, collections, and accounting operations
• Comfortable communicating professionally with customers and internal teams
• Able to manage follow-up tasks, prioritize open items, and stay highly organized
• Proficient in Excel and comfortable learning accounting systems
• Experience with QuickBooks is a plus
• Prior office, bookkeeping, customer service, administrative, or collections experience is a plus

Ideal Candidate Traits

• Organized and dependable
• Professional and confident in follow-up communication
• Comfortable balancing customer service with accountability
• Strong note-taking and documentation habits
• Able to work with urgency while maintaining accuracy
• Interested in growing into a long-term accounting or finance career

What You’ll Gain

• Hands-on experience in Accounts Receivable and cash flow support
• Exposure to QuickBooks, customer account management, and collections procedures
• Real-world experience working cross-functionally with accounting, logistics, and sales
• A strong foundation for future roles in accounting, finance, A/R, billing, or office administration