Accounting Specialist

Key Responsibilities

1. Accounts Receivable (AR)

• Monitor customer payment milestones and follow up on outstanding payments according to contractual and order terms.
• Prepare and issue customer invoices based on the applicable payment milestones for each sales order.
• Verify sales orders, contracts, payment terms, and supporting documentation before invoicing.
• Upload invoices and related supporting documents into the company ERP system and/or customer system.
• Maintain accurate AR records and regularly monitor outstanding balances and expected collections.
• Coordinate with Sales, Operations, Logistics, and Finance teams to resolve billing and collection issues.

1. Accounts Payable (AP)

• Review and verify invoices and supporting documents carefully for accuracy, completeness, proper approval, and compliance with company policies.
• Match invoices with purchase orders, contracts, receiving documents, and other supporting documentation as applicable.
• Upload AP documents into the ERP system.
• Initiate payment requests through the YIDA system and follow up on the payment approval process.
• Coordinate with internal departments and vendors to resolve discrepancies and payment-related issues.

1. Cash Flow & Payment Planning

• Prepare weekly cash flow forecasts, including expected customer collections and other incoming funds.
• Prepare weekly cash-out / payment forecasts based on AP obligations, scheduled payments, and other company commitments.
• Monitor actual cash inflows and outflows against forecasts and provide updates to the Finance team.
• Assist management in maintaining adequate cash availability and planning upcoming payments.

1. Letter of Credit (LC) Management

• Review LC requirements and supporting documents for each applicable customer order.
• Coordinate with customers, banks, and internal teams to ensure LC terms meet the requirements of the transaction.
• Prepare and provide required documentation to banks for LC issuance, amendment, and related processes.
• Follow up with banks and internal departments to ensure LCs are issued within the required timeframe.
• Maintain organized records of LC documentation and related correspondence.

1. Financing Support

• Prepare financial and supporting documents required by banks, financial institutions, and the Finance team for financing activities.
• Assist the Finance team with documentation and data preparation related to financing facilities and funding transactions.
• Coordinate internally to collect required financial, operational, and transaction-related documents.

1. Sales Tax & State Tax Compliance

• Prepare supporting documentation and data for periodic sales tax filings in states where the company has tax accounts or filing obligations.
• Assist with the preparation and filing of sales tax returns in accordance with applicable state and local tax requirements.
• Maintain accurate records of sales tax filings, payments, exemptions, and supporting documentation.
• Monitor applicable state and local tax compliance requirements and coordinate with external tax advisors when necessary.
• Assist in resolving sales tax notices, inquiries, or filing discrepancies.

1. Annual Tax & Compliance Support

• Prepare and organize documents required for annual tax filings and other regulatory compliance requirements.
• Coordinate with external accountants, tax advisors, and internal Finance team members to provide requested information and supporting documents.
• Maintain organized records for annual tax and compliance purposes.

1. Budgeting & Expense Control

• Assist in preparing the company's annual operating budget.
• Monitor actual expenses against approved budgets and identify significant variances or potential over-budget items.
• Follow up with relevant departments regarding expenses that exceed or may exceed approved budgets.
• Prepare periodic budget-versus-actual reports and provide information to management and the Finance team.
• Assist with updating budget forecasts based on changes in business operations and expected expenditures.

1. Other Duties

• Perform other accounting, finance, administrative, or related duties as assigned by management from time to time.
• Responsibilities may be modified or expanded based on the company's business needs.

Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred.
• 2+ years of accounting or finance experience, preferably in a trading, manufacturing, logistics, or international business environment.
• Experience with AR and AP processes, invoicing, payment processing, and financial documentation.
• Familiarity with ERP systems; experience with YIDA or similar financial systems is a plus.
• Strong attention to detail and ability to identify discrepancies in financial documents.
• Strong organizational and follow-up skills with the ability to manage multiple deadlines.
• Proficiency in Microsoft Excel and other Microsoft Office applications.
• Ability to communicate effectively with internal departments, customers, banks, vendors, and external professionals.
• Experience with sales tax or multi-state tax compliance is a plus.
• Experience with Letters of Credit and trade finance is a plus.
• Bilingual Chinese/English is a plus.