Accounting Assistant

Utility Bill Processing & Management

• • Review and import all utility bills processed by the 3rd-party utility vendor.
  • Manage and monitor the Utility Inbox.
  • Process utility payments via ACH, check, or credit card.
  • Clear outstanding utility payments and ensure records are updated.
  • Resolve discrepancies, credits, or missing bills to maintain account accuracy.
  • Prepare monthly utility accruals.
  • Set up new utility accounts as needed and assist with account transfers into Royal Farms' name.
  • Establish online utility accounts and autopay functionality where applicable.

Vendor & Payment Administration

• • Obtain vendor packages/contracts and validate all new vendors for AP setup.
  • Process check requests received from all parties.
  • Assist with vendor record maintenance within accounting systems (PDI/Enterprise), OCR systems (Laserfiche & Quick Fields), and 3rd-party vendor portals.

Audit & Compliance Support

• • Maintain documentation for compliance with policies, procedures, and external audit requirements.
  • Provide accurate and timely support for audit requests.

Cross-Functional & Project Support

• • Provide administrative support to Facilities during projects or large utility requests.
  • Support the Accounts Payable team with ongoing administrative tasks.
  • Participate in special projects and other duties as assigned.

• Uphold the mission, core values, and brand standards of the company by ensuring all Accounting practices reflect integrity, accountability, and operational excellence.
• Performs other projects/duties as assigned.

Required

• • High school diplmoa or equivalent
  • 1-3 years of Accounts Payable experience.
  • Proficiency in Microsoft Excel.
  • Strong attention to detail and accuracy.
  • Excellent verbal and written communication skills.
  • Ability to work independently and prioritize tasks.
  • Ability to interact effectively with all levels of management.
  • Team-oriented approach with strong collaboration skills.

Preferred

• • Experience with PDI/Enterprise systems.
  • Familiarity with OCR software such as Laserfiche and Quick Fields.
  • Prior experience working with utility vendors or in a multi-location retail environment.

• Accuracy & Efficiency - Ensures all utility and AP processes are completed on time, with precision, and in compliance with internal controls.
• Collaboration & Support - Builds strong working relationships with AP, Facilities, and external vendors to resolve issues quickly and effectively.

• This position is based at the Baltimore Support Center and is primarily office-based.
• This position requires prolonged computer use at times and may include light lifting and bending.