Administrative Assistant

Position Summary: Blend of accounting, billing, financial, and clerical responsibilities.

Responsibilities

Office Management

• Organize office operations and procedures, controlling correspondence, designing filing systems, and assigning and monitoring clerical functions
• Maintain uniforms for crew and order as necessary
• Review and approve supply requisitions and order office supplies as necessary
• Maintain company, customer, and vendor files
• Maintain office equipment; coordinate service requests; submit monthly copier readings
• Schedule hotels, rental vehicles, and other travel accommodations as necessary and document accordingly

Billing

• Create jobs in software system and ensure statuses are correct for billing purposes
• Maintain POs and upload into jobs in Service Fusion; assign sell amounts to individual jobs
• Invoice jobs and send to customers; conduct follow up/collection procedures as necessary
• Receive and post customer and vendor payments; match checks to invoices and document for reporting purposes
• Receive vendor invoices and match against records for accuracy; distribute vendor payments
• Create POs for third party contractors and assign to jobs
• Maintain bills and expenses for individual job costing; enter expenses into Service Fusion and maintain receipts

Accounting/Financials

• Maintain QuickBooks (download and match transactions daily, create and assign accounts, enter invoices, maintain vendors and expenses, run reports)
• Deposit customer payments via check scanner; ensure deposits are properly matched with invoices and assigned to correct receivables accounts
• Monitor cash flow and transfer between accounts as necessary to continue business operations
• Distribute and track Petty Cash fund; enter into QuickBooks
• Reconcile discrepancies by collecting and analyzing information (expense reports, receipts, etc.)
• Review expense reports and submit to Operations Manager for approval; write and distribute reimbursement checks and document as required
• Submit monthly Sales & Use Taxes for GA and TN locations
• Provide owners with reports (P&L, Balance Sheets, Income Statements, etc.)

Required Education and Experience

• High School Diploma or GED (Required)
• Bachelor’s Degree in Accounting or Business Administration (Preferred)
• Minimum 2 years’ experience with QuickBooks Online
• Thorough understanding of accounting principles and financial reporting
• Legal authorization to work in the US is required. We will not sponsor individuals for employment visas, now or in the future, for this job.

Desired Characteristics

• Ability to work with minimal supervision
• Ability to learn various software systems quickly and independently
• Possess a driven personality with the ability to build and maintain relationships
• Fluent English or bilingual
• Possess advanced computer skills with a full understanding of the Microsoft Office suite
• Strong organizational skills and ability to prioritize operational agenda
• Ability to meet deadlines and manage multiple priorities
• Attention to detail

Job Type: Full-time

Pay: $20.00 per hour

Expected hours: 40 per week

Benefits:

• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• QuickBooks: 2 years (Required)

Ability to Commute:

• Stockbridge, GA 30281 (Required)

Work Location: In person

Salary : $20