Accounting Admin Assistant

About Us

Lind Marine is a full-service maritime and marine-construction company providing ship repair, dredging, heavy-lift operations, waterfront construction, and vessel support services for commercial and government clients. Our work ranges from shipyard overhauls to complex field operations throughout the San Francisco Bay and Delta. We believe in our people, providing best in class services and protecting our environment in everything we do.

Position Summary

The Admin / Accounting Assistant is a part-time role, and provides administrative and accounting support to Lind Marine’s Accounting team. This role is responsible for maintaining the accounts payable inbox, organizing and tracking invoices, assisting with credit card transaction reconciliation, coordinating mail and shipments, and supporting vendor payment processes. The ideal candidate is organized, detail-oriented, dependable, and comfortable working with Excel, accounting software, and online vendor portals. This position requires strong communication skills, the ability to research and resolve discrepancies, and a proactive approach to keeping administrative and accounting tasks accurate and up to date.

Pay: $25 per hour

Location: Mare Island (Vallejo, CA)

Reports to: Staff Accountant / Controller

Essential Duties and Responsibilities

- Accounts Payable Support

• Monitor and maintain the accounts payable inbox, forwarding invoices to Concur for processing.
• Review vendor statements, identify discrepancies or outstanding items, and follow up as needed.
• Draft and send routine email responses to vendors regarding invoices, payments, and requests for information.
• Enter invoice details for tracking and research missing or incomplete information.
• Retrieve invoices from vendor websites and ensure they are available for processing.
• Prepare and mail vendor checks as directed.

- Accounting and Credit Card Reconciliation

• Use QuickBooks to research unidentified credit card charges and identify the appropriate vendors.
• Assign transactions to the correct vendors and update invoice numbers to match records in Concur.
• Assist with researching and resolving discrepancies between accounting records, invoices, and supporting documentation.
• Maintain accurate and organized electronic records.

- Administrative and Shipping Support

• Sort, distribute, and deliver incoming mail to the appropriate employees or departments.
• Create shipping labels and coordinate outgoing shipments, including preparing necessary shipping documentation.
• Provide general administrative support to the Accounting team and other departments as needed.
• Perform other duties and special projects as assigned.

Recommended Qualifications

• High school diploma or equivalent required; additional coursework in accounting, bookkeeping, or business administration a plus.
• One to two years of experience in an administrative, accounting, accounts payable, or clerical support role preferred.
• Basic familiarity with accounting software, preferably QuickBooks, and expense management platforms such as Concur.
• Proficiency in Microsoft Excel, including data entry, maintaining spreadsheets, and organizing information.
• Strong attention to detail and the ability to identify errors, research discrepancies, and follow through on outstanding items.
• Effective written and verbal communication skills, including the ability to compose professional emails and communicate with vendors and internal employees.
• Strong organizational and time-management skills, with the ability to prioritize multiple tasks and meet deadlines.
• Ability to work independently while collaborating with the Accounting team.
• Dependable, professional, and willing to take initiative in identifying and resolving routine issues.
• Ability to learn new software, online vendor portals, and company procedures quickly.