Accounting Assistant

Description

We are seeking a detail-oriented Accounting Assistant to support our Accountant in daily financial tasks and data management. This role will include accounts payables, accounts receivables, payroll administration, insurance policies, and documentation. The ideal candidate is highly organized, detail-oriented, capable of managing deadlines, and confident in day-to-day accounting tasks. Requires a strong understanding of basic accounting principles.

Accounting Responsibilities  

• Accounts  Payables: Invoice and bank feeds transaction entry, ensure timely and  accurate payment of all vendors (ACH and checks).
• Accounts Receivables: Invoice creation, payment and deposit recording; heavy data work with third party apps, integrations, and mapping.
• Generate and distribute a weekly A/R aging report; follow up with clients on overdue balances, and keep leadership informed of collection status.
• Work closely with the accountant to coordinate timely data entry so that the accountant can close the books and provide financial reports to management team monthly.
• Support budget team by providing requested reports and data.
• Manage company insurance policies, including general liability, auto, and other coverage; obtain quotes, prepare renewal documents, and assist with audits.

Payroll Administration

• Timekeeping review and auditing via Nowstaand Paylocity.
• Track and pay  gratuity allotments using Excel and mileage reimbursements using Jotform.
• Maintain  payroll records, including onboarding, pay changes, deductions, garnishments, benefits adjustments, PTO, vacation and sick accruals.
• Ensure compliance with federal, state, and local wage and hour regulations.

Subcontractor & Vendor Compliance

• Act as primary  point of contact for subcontractor payment and compliance documentation.
• Collect and maintain W-9s.
• Track and collect updated Certificates of Insurance (COIs) to ensure subcontractor compliance.
• Maintain accurate vendor profiles to support accountant in year-end 1099 issuance.

Documentation & Support

• Maintain  accurate, organized paper and digital records to support the accountant including  SOP documentation.
• Handle finance-related administrative tasks such as filing, data entry, and responding to staff,, and vendor questions.

Requirements

Skills & Knowledge

• Advanced  proficiency in QuickBooks Online and Desktop (or comparable accounting software).
• Intermediate to  advance payroll experience with payroll systems (Paylocity preferred; ADP,  Gusto, Paychex or similar acceptable).
• Strong   knowledge of accounting principles (GAAP), payroll compliance, and tax  reporting.
• Skilled in Excel and Google Sheets for financial reporting, analysis, formulas, and data management.
• Proven efficiency with software integrations and strong overall technology skills; ability to quickly learn, adopt, and manage new systems, tools,  and workflows.
• Strong  organizational skills, attention to detail, and ability to manage multiple deadlines.
• Excellent written and verbal communication and interpersonal skills.
• Ability to handle confidential information with discretion and professionalism.
• Experience in hospitality, catering, or service-based industries preferred.
• Familiarity with California payroll and tax requirements required.

Salary : $27 - $38