Accounting/ AP Clerk

Ledgent Finance & Accounting is seeking a dedicated and organized Accounting/AP Clerk to join a dynamic team in California. This role requires a versatile individual who can manage both accounts payable and front desk responsibilities, ensuring efficient office operations and excellent service to vendors and partners.

Administrative

• Answer, screen, and transfer incoming calls.
• Greet incoming vendors, tenants, brokers, and business partners, directing them as necessary.
• Administrate and maintain phone system; notify answering service of personnel changes/emergency contact info.

Facilities/Lease Administration

• Dispatch urgent maintenance calls to facilities and update tenants with status.
• Contact outside vendors to handle maintenance issues as needed.
• Issue memos to tenants regarding building closures or major maintenance repairs.

Invoicing - Management Fees, Construction Mgmt Fees

• Maintain job status report and submit quarterly for facilities for approval.
• Invoice construction management fees.

Invoicing - Labor Invoices

• Work with facilities to enter weekly maintenance timesheets in QuickBooks.
• Print invoices to various entities by bi-weekly pay period and reconcile to payroll hours.
• Code invoices to GL accounts and forward to facilities for approval.
• Back-up QuickBooks and update with new employee info and rates as necessary.

Accounts Payable

• Vendor Maintenance/Service File Maintenance
• Set up new vendors, obtain W-9 and Certificate of Insurance if required.
• Update Timberline/vendor spreadsheets/vendor service files with information.
• Keep address changes up to date in Timberline, Card Scan, and manual spreadsheets.
• Invoice Processing/Cash Disbursements
• Open, date, and voucher stamp invoices; attach packing slips, delivery receipts/manual purchase orders.
• Reconcile any balance forwards and confirm payment receipt as necessary.
• Code by entity, GL code, and job cost code; set up new job cost in Timberline if necessary.
• Distribute invoices for approval every few days; perform data entry of approved invoices in Timberline.
• Prepare checks, log in manual checkbook, print register for file, and mail signed checks.
• Manage property taxes, updating spreadsheets, numbering, coding, vouchering, and filing.
• Annual Reporting
• Conduct independent contractor reporting as required by the State of California.
• Update annual property-tax spreadsheets and handle 1099 processing.

Office Administration

• Office Supplies & Equipment
• Inventory, purchase, and stock office supplies; keep toner supply for copiers/fax & printers.
• Schedule maintenance for copier and printers as necessary.
• Kitchen
• Purchase and stock coffee, soda, creamers, sugar, paper towels, etc.; make coffee and maintain kitchen cleanliness.
• Mail
• Open and distribute incoming mail; manage outgoing mail and FedEx, ordering supplies as needed.
• Administrative Assistant
• Handle correspondence/documents, create files, file and label, and perform all admin duties as requested.
• Arrange reservations for airlines and restaurants as requested.
• Manage family and entity meetings, including typing agendas, minutes, preparing documents, and filing.

Monday to Friday, 8:00 AM - 5:00 PM

Competitive salary ranging from $26 to $32 per hour, commensurate with experience.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.