Southwest Fluid Products, Inc. (“SWFP”) is seeking a detail-oriented and execution-focused Accounting Assistant to support the day-to-day accounting and administrative operations of the business.
Position: Accounting Assistant
Reports to: Controller and Human Resources Manager
Location: Based out of Weatherford, TX; primarily in-office role with limited hybrid flexibility after successful onboarding and demonstrated performance
Hours: Non-exempt/hourly role with standard business hours and occasional additional time as needed to support workload demands
Position Summary:
Southwest Fluid Products, Inc. (“SWFP”) is seeking a detail-oriented and execution-focused Accounting Assistant to support the day-to-day accounting and administrative operations of the business.
This role is responsible for supporting Accounts Payable, Accounts Receivable, collections, reconciliations, expense management, vendor and customer setup, and accounting organization. The Accounting Assistant plays an important role in helping maintain accurate and timely accounting records while reducing administrative burden on the Controller and Human Resources Manager.
This is a hands-on accounting support role focused on timely processing, organization, accuracy, and follow-through in a growing and fast-paced environment.
Key Responsibilities:
1) Accounts Payable and Vendor Support
a) Process vendor invoices in Xero accurately and timely
b) Match invoices to purchase orders (POs) and route discrepancies appropriately
c) Coordinate with PSCM and department managers regarding missing POs or invoice issues
d) Prepare Accounts Payable batches for review and approval
e) Process approved vendor payments through checks and online portals, and apply payments in Xero
f) Respond professionally to vendor inquiries and payment questions
g) Maintain organized invoice records and supporting documentation
h) Assist with vendor setup packets, W-9 collection, and vendor record maintenance
2) Accounts Receivable and Collections
a) Generate and distribute customer invoices accurately and timely
b) Assist with collections follow-up through email and phone communication
c) Track past due invoices and elevate issues as needed
d) Deposit customer payments and apply payments within Xero
e) Maintain organized customer billing and payment documentation
f) Coordinate with Project Managers and internal teams regarding billing support and customer follow-up
3) Reconciliations and Accounting Support
a) Perform bank account reconciliations in Xero for multiple bank and credit card accounts
b) Reconcile credit card expenses and supporting documentation through Ramp and Xero
c) Verify proper general ledger and project/job cost coding on invoices and expenses
d) Follow up with team members regarding missing receipts, coding, or documentation
e) Maintain organized accounting records, folders, and supporting documentation
f) Identify and elevate discrepancies, missing information, or process issues proactively
g) Support continuous improvement of accounting organization and administrative processes
4) Office and Administrative Support
a) Support the office staff by answering phones, checking the mail, and distributing the mail
b) Maintain an adequate stock of office and kitchen supplies to support office operations and morale
Success in This Role Looks Like:
1) Timely and accurate processing of invoices, payments, and reconciliations
2) Reduced backlog of accounting cleanup and reconciliation items
3) Organized and current accounting records and supporting documentation
4) Professional and responsive communication with vendors, customers, and internal teams
5) Reduced administrative burden on the Controller and Human Resources Manager
Expected Outcomes (First 12-24 Months):
1) Improved timeliness and consistency of Accounts Payable and Accounts Receivable processing
2) Cleaner and more organized accounting documentation and records
3) Improved visibility into outstanding invoices, reconciliations, and collections activity
4) Reduced reconciliation backlog and accounting administrative cleanup items
5) Increased consistency and accuracy in project/job cost coding and accounting support activities
Qualifications:
1) 2–5 years of experience in bookkeeping, accounting support, Accounts Payable, Accounts Receivable, or related accounting administrative roles preferred
2) Experience in construction, manufacturing, or project-based industries preferred but not required
3) Associate’s degree or Bachelor’s degree in Accounting, Finance, Business, or a related field is a plus but not required
4) Strong organizational skills and attention to detail required
5) Strong written and verbal communication skills required
6) Experience with Xero, Ramp, Microsoft Office products, and similar business software platforms preferred
7) Ability to manage multiple priorities and maintain strong follow-through in a fast-paced environment
EOS / GWC Expectations:
This role operates within SWFP’s Entrepreneurial Operating System (EOS) framework and is expected to:
1) Get It: Understands transactional accounting workflows, organization, and administrative follow-through.
2) Want It: Takes pride in accuracy, responsiveness, organization, and supporting team success.
3) Have the Capacity: Has the time, energy, organizational skills, and attention to detail necessary to manage recurring accounting workflows consistently and accurately.
Cultural Fit:
1) Strong alignment with SWFP’s servant-leadership culture and EOS framework
2) Detail-oriented, organized, and execution-focused
3) Professional, respectful, and service-oriented in communication
4) Persistent and proactive in following up on unresolved items
5) Comfortable operating in a growing and evolving business environment
6) Strong sense of ownership, accountability, and follow-through