Overview

For over 25 years, G&A Partners has been helping entrepreneurs grow their businesses, take better care of their employees, and enjoy a higher quality of life by providing proven HR solutions and technology. G&A Partners' client is currently seeking a Receptionist/Accounting Assistant to join its team in San Antonio, TX.

Summary

Perform the day-to-day coding of invoices to ensure that job records are maintained in an effective, up to date and accurate manner for payment.

Reasonable Accommodations StatementTo accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodation may be made to help enable qualified individuals with disabilities to perform the essential functions.

Responsibilities

• Read contracts/purchase orders to comply with billing guidelines.
• Obtain resale certificate and tax documentation, as applicable.
• Maintains office supply closet in copy area weekly. Checks back supply room for replacements and alerts ordering staff for supplies as needed.
• Verify transactions and requisitions to comply with financial policies and procedures.
• Maintains appointment calendar, attendance board and conference room reservations.
• Prepare, verify, and process billing payment documents.
• Billing using accounting software: T & M, AIA
• Verifies receipt of incoming front office deliveries.
• Ensure all suppliers/vendors are paid in timely manner.
• Reconcile credit card receipts with General Ledge & Record all deposits.
• Updates vehicle files monthly, send out vehicle spreadsheet when updated.
• Perform collections on accounts according to aging reports independently.
• Prepare financial statements, and reports upon request of supervisor and CFO.
• Assist with preparation for annual audits
• Updates quarterly birthday list for posting in break room, prints and coordinates signing of cards and organizes, coordinates, and assists as needed for parties/celebrations.
• Assists Bookkeeper with AR Billing, opening jobs, Payables, Collections, and other accounting duties as assigned.
• Maintain accurate records, including receipts, customer accounts and invoices; make copies; file documents.
• Coordinate with Project Managers for payments to subcontractors
• Provide administrative support to ensure effective and efficient office operations: Maintain the filing system for all financial documents. Daily filing of closed jobs, pick tickets/receipts and checks. Ensure the confidentiality and security of all financial files.
• Assembles weekly checks for mailing/distribution, ensuring they are signed and stamped prior to taking to post office. Distributes checks to subcontractors and employees. Coordinates with the Dallas office to obtain signed work orders as required.
• Prepares/generates invoices to customers for services performed.
• Provide receptionist services as needed: Greet and assist visitors. Answer the phones. Direct calls and respond to inquiries. Collect money and provide receipts.
• Maintains postage meter as required for cleaning and orders supplies as needed.
• Refills common printers and copiers with paper as needed
• Maintains accounting records by making copies, filing documents
• Performs other duties as required.

Qualifications

Education:

• College Degree Preferred. High School Graduate or General Education Degree (GED) required.

Experience:

• 5 plus years of experience in a related position or an equivalent of education and experience.

Computer Skills:

• Microsoft Office (Word, Excel, Outlook)

Certifications & Licenses:

• Must possess a valid Texas Driver’s License.

Other Requirements:

• General office equipment use.

Equal Opportunity Employer Statement

G&A Partners as an Equal Opportunity Employer considers all applicants and prohibits discrimination of any type on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances. Our management team is dedicated to providing a work environment free of discrimination and harassment based on any of these characteristics. We are committed to this policy and achieving a diverse workforce with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs and general treatment during employment.

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