Accounting Specialist & Admin Assistant

Weâ re seeking a motivated and detail-oriented accounting/admin professional to support our fast-paced, collaborative office. This role involves managing AP/AR, data entry, certified payroll, and compliance tasks, while working closely with the Controller. QuickBooks proficiency is required, along with strong communication, organization, and a proactive mindset.

Company Culture:

Dynamic office that focuses on collaboration and innovation.

Encourage discussion and ideas that will benefit the entire team.

Take the initiative, be a self-starter, be proactive in assisting the management team, and likes to have fun while at the office!

Driven, thick-skinned, proactive, great communication, patient, willingness to grow

Responsibilities: (list is not comprehensive and priorities will change on a day-to-day basis):

Process vendor and customer invoices, transactions, and expenses

Assist the Controller with various accounting tasks

Handle both Accounts Payable and Accounts Receivable duties, including:

Accurate data entry for vendor and customer invoices/payments (10 key proficiency)

Reconciliation of vendor and customer accounts

Requesting vendor invoices as necessary (not collections)

Assist with processing customer and vendor payments

Create and maintain electronic job folders, manage hard copy file folders, and maintain organized records.

Assist with the preparation of weekly timecards, prevailing wage, certified payroll and other compliance requirements as needed

Send billing correspondence when required

Maintain optimal level of positivity in the office

Always Have a positive mental attitude.

Skills and Qualifications:

Proficiency in data entry and 10-key

Proficiency in QuickBooks REQUIRED***

Accounts Payable/Accounts Receivable

** “Certified Payroll” - referring to detailed payroll reports submitted on government-funded projects. Verifying employees are being paid the required prevailing wage.

Ability to adjust to new software quickly

Detail-oriented with the ability to manage multiple tasks simultaneously

Excellent verbal and written communication skills

Excellent time management and organizational abilities

Ability to work independently, accurately, and resourcefully, yet intuitively know when and how to inform, verify, collaborate, and escalate.

Ability to maintain confidentiality.

Integrity and transparency in all tasks and interactions are essential