Accounting & Office Administrator

Position Summary: The Accounting & Office Administrator is responsible for the day-to-day accounting and administrative functions of the company. This position ensures the accurate processing of accounts receivable, accounts payable, payroll, bank and credit card reconciliations, and general ledger activities while maintaining the integrity of the company's financial records in QuickBooks. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

Essential Responsibilities

Accounts Receivable

• Prepare and distribute customer invoices.
• Record customer payments and apply cash receipts.
• Maintain customer accounts and apply deposits and payments accurately.
• Ensure all accounts receivable transactions are accurately posted to the appropriate general ledger accounts.
• Monitor accounts receivable aging and assist with collection efforts.
• Reconcile customer accounts and resolve billing discrepancies.

Accounts Payable

• Process vendor invoices accurately and in a timely manner.
• Review and code invoices to the appropriate general ledger accounts.
• Match invoices to purchase orders and required approvals.
• Prepare and process weekly check runs and electronic payments.
• Reconcile vendor statements and resolve discrepancies.

Payroll

• Process bi-weekly payroll using ADP.
• Maintain employee payroll records, deductions, and earnings.
• Process new hires, employee changes, and terminations within ADP.
• Ensure payroll is processed accurately and in compliance with company policies and applicable regulations.

Bank & Account Reconciliations

• Perform monthly bank reconciliations.
• Reconcile all company credit card accounts and ensure transactions are accurately coded to the appropriate general ledger accounts.
• Reconcile other balance sheet accounts and investigate any discrepancies.
• Research and resolve reconciling items in a timely manner.
• Maintain complete and accurate supporting documentation for all reconciliations.

General Ledger & Accounting

• Maintain the accuracy and integrity of the general ledger.
• Review accounting transactions to ensure proper coding and account classification.
• Prepare and post journal entries.
• Perform monthly general ledger reconciliations.
• Assist with month-end and year-end closing activities.
• Maintain accurate accounting records in QuickBooks.
• Assist in the preparation of financial reports and provide support during audits.

Administrative Responsibilities

• Maintain accounting files and financial records.
• Respond to customer and vendor accounting inquiries.
• Assist with insurance certificates, licensing, and other administrative duties.
• Support management with special projects and other duties as assigned.

Qualifications

• Associate's degree in Accounting, Finance, Business, or equivalent experience preferred.
• Minimum of three years of accounting or bookkeeping experience.
• Strong understanding of accounts receivable, accounts payable, payroll, bank reconciliations, credit card reconciliations, and general ledger accounting.
• Experience processing payroll using ADP.
• Proficiency with QuickBooks and Microsoft Excel.
• Excellent organizational, analytical, and communication skills.
• Strong attention to detail and commitment to accuracy.
• Ability to manage multiple priorities and meet deadlines while maintaining confidentiality.

Preferred Qualifications

• Experience in a construction, service, or project-based business.
• Experience supporting month-end close and financial reporting.
• Knowledge of payroll taxes and basic accounting principles.