Admin/Accounting Assistant

Position Overview:

We are seeking a detail-oriented and organized person to join our team as an Admin/Accounting Assistant. The successful candidate needs to be professional and accurate while being able to multi-task. Additionally, the candidate needs to be a team player with strong communication skills and a yearning to grow and learn. If you are a motivated, reliable, and friendly individual, we would love to hear from you!

Responsibilities:

Bookkeeping

• Enter data into accounting software, maintain records and create reports and financial statements
• Check accounting records for accuracy, tracking invoices and payments, and maintaining a system for organizing company documents.
• Accounts Payable and Receivable, profit and loss statements
• Maintains and assists with all job files, purchase orders, PO Books, and billings.
• Organize, enter, scan, and file vendor invoices and ensure complete records and timely vendor payments.
• Prepare invoices for payment and monthly reconciliation of vendor statements. Review PO job coding and ensure invoices have been entered in correct cost codes and have not gone over budget.
• Support CFO with monthly and quarterly preparation of sales & use tax returns.

Office Administration

• Office filing and supply purchases.
• Copying, scanning, and filing records in an orderly manner within the system are essential.
• Manage agendas/travel arrangements/appointments etc. for the upper management.
• Manage and direct phone calls and correspondence (e-mail, letters, packages etc.)
• Assists with weekly payroll and taxes
• Provide administrative support to the management team
• Manage and maintain calendars, schedule appointments, and coordinate meetings
• Prepare and distribute correspondence, memos, and reports
• Perform data entry and maintain accurate records
• Assist with project coordination and follow-up on action items
• Proofread documents for accuracy and completeness
• Manage office filing systems and ensure documents are organized and easily accessible
• Answer phone calls, take messages, and direct inquiries to the appropriate person

Qualifications:

• Proven experience as an Admin Assistant, Bookkeeper or in a similar role.
• Solid understanding of basic accounting principles.
• Proficiency in accounting software. Foundation Software a plus!
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Ability to work independently and meet deadlines.
• Strong communication and interpersonal skills.
• Knowledge of Federal, State and local laws and regulations governing Employee Payroll

Full-time / Part-time Position – Position is full-time, but we are willing to work with the right person to accommodate schedule constraints.