Accounting Assistant / Finance Admin

Role Summary

We need a Finance Admin who keeps the money side of the business clean and moving: receipts, billing, accounts receivable/payable, payroll support, expense reimbursements, and the daily finance admin that prevents errors, delays, and “how did we miss that?”

If you’re organized, consistent, and calm under deadlines—this is your lane.

What You’ll Own

Billing & Invoicing (QuickBooks)

• Create and send recurring invoices (MRR), project invoices, and one-time charges
• Ensure invoices match agreements, approvals, and delivered work
• Handle proration, credits, and adjustments with proper documentation
• Maintain accurate customer billing profiles in QuickBooks

Accounts Receivable (AR)

• Post payments, apply credits, and reconcile customer balances
• Maintain an AR aging report and follow up on past-due accounts consistently
• Escalate delinquent accounts per policy—no surprises

Accounts Payable (AP)

• Enter vendor bills, validate approvals/coding, and schedule payments
• Track vendor terms and maintain clean vendor records (W-9s, contact info, payment method)
• Prevent duplicates, incorrect payments, and missing documentation

Receipts, Expenses & Reimbursements

• Collect and attach receipts correctly (company card reimbursements)
• Process reimbursement requests, confirm approvals, and track payout status
• Enforce expense policy (yes, that means saying “no” when needed)

Payroll Support

• Prepare payroll inputs: timecards, PTO tracking, commission/bonus inputs
• Coordinate with payroll provider and internal approvers
• Maintain payroll documentation and assist with corrections when needed

Reconciliation & Close Support

• Assist with month-end close tasks: backup documentation, basic reconciliations, reporting prep
• Keep QuickBooks data clean so reporting is reliable

Success Looks Like

• Invoices go out on time, correctly, with backup attached
• AR stays under control because follow-up is consistent
• Vendors are paid correctly and on schedule
• Payroll inputs are clean and submitted on time
• Receipts/expenses are documented and policy-compliant
• Leadership trusts the numbers without double-checking everything

Requirements

• 2 years in billing/AR/AP/bookkeeping/finance admin
• Hands-on QuickBooks experience (Desktop preferred)
• Strong attention to detail and documentation habits
• Comfortable with deadlines and repeatable processes
• Professional, firm communication (especially on collections and missing receipts)

Nice to Have

• Experience in IT services/MSP or recurring billing businesses
• Familiarity with payroll systems (Gusto/ADP/Paychex) and expense tools (Ramp/Brex/etc.)
• Experience creating AR aging routines and payment follow-up sequences

Our Standards (Non-Negotiables)

• Extreme ownership — you finish what you start
• No excuses, no guessing — verify, document, execute
• High standards — clean work, clean books
• Confidentiality — finance stays private, always

How to Apply

Send your resume and answer these 3 questions:

• How many invoices per week/month have you processed in prior roles?
• What QuickBooks functions have you used most (invoicing, bills, reconciliations, reports)?
• Describe how you handled past-due collections (your process cadence).

Job Type: Full-time

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid sick time
• Paid time off
• Vision insurance

Work Location: In person

Salary : $50,000 - $65,000