Accounting Assistant - Accounts Payable

Job Title: Accounting Assistant - AP

Job Type: Full-time

Location: Los, Angeles, CA - commute daily to 90025

Reports to: Controller

Job Summary:

The Accounting Assistant supports daily accounting operations and administrative functions to ensure accurate financial reporting, timely payments, and efficient office workflow. This role requires strong organizational skills, attention to detail, and the ability to manage multiple deadlines in a fast-paced environment.

Responsibilities:

Accounts Payable & Financial Support

• Process and track accounts payable, including utilities, recurring expenses, vendor invoices, commissions, legal invoices, and insurance-related payments
• Manage and reconcile company credit card transactions and expense documentation
• Maintain vendor records, including onboarding, updates, and compliance documentation
• Monitor and track Certificates of Insurance for vendors, ensuring renewals are obtained before expiration
• Prepare and maintain organized AP files and supporting documentation
• Assist with payroll-related administrative tasks and benefits invoice processing

Daily Administrative Operations

• Sort, distribute, and manage incoming mail and packages
• Coordinate outgoing shipments via postal and courier services
• Answer incoming calls, monitor voicemails, and route inquiries appropriately

Weekly Tracking & Reporting

• Maintain shipment logs and tracking records
• Record and reconcile petty cash and credit card activity in Excel
• Ensure documentation is complete and properly filed for audit readiness

Monthly Accounting Functions

• Prepare recurring financial schedules, expense reimbursements, and reporting documentation
• Assist with tenant billing allocations and cost pass-through calculations
• Maintain payroll-related schedules and expense summaries
• Update draw schedules, shipping expense reports, and credit card reconciliations

Annual & Year-End Support

• Assist with preparation of new fiscal year accounting files and record structures
• Archive prior-year financial documentation in accordance with retention policies
• Prepare and distribute annual tax forms such as 1099s

General Office & Accounting Support

• Maintain filing systems for journal entries, bank reconciliations, and accounting documentation
• Order office and operational supplies as needed
• Track postage balances and maintain supply levels
• Assist with utility account setup, changes, and tracking logs upon request

Qualifications:

• Proven experience in property management accounting environment
• Proficiency in accounting software such as MRI and Excel
• Excellent math skills with high accuracy in data entry (10 key typing), account analysis, and journal entries
• Ability to interpret financial data clearly and communicate findings effectively
• Strong organizational skills with attention to detail; ability to handle multiple tasks efficiently while maintaining accuracy