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Job Description

The Accounting & Office Administrator is responsible for the accurate and timely execution of all core bookkeeping functions including Accounts Receivable, Accounts Payable, reconciliations, and month-end close within QuickBooks.

This role serves as the foundation of financial accuracy and discipline within the organization, ensuring all transactions are properly recorded, reconciled, and aligned with company policies.

In addition to core accounting responsibilities, this position will maintain a working understanding of broader accounting functions and provide light office administrative support to ensure smooth daily operations. Success in this role requires exceptional attention to detail, accountability, and ownership of financial processes, along with the ability to identify and improve inefficiencies.

Accounts Receivable (AR) Ownership

• Manage full AR process within QuickBooks:
• Ensure timely and accurate customer invoicing
• Monitor and follow up on outstanding receivables
• Resolve discrepancies in coordination with service and sales teams
• Maintain accurate customer records and payment application
• Support cash flow by driving timely collections

Accounts Payable (AP) Ownership

• Manage full AP process within QuickBooks
• Enter vendor bills with correct coding and documentation
• Ensure timely vendor payments and capture early pay discounts
• Maintain accurate vendor records
• Review and validate invoices for accuracy and alignment with purchases

Reconciliation & Financial Accuracy

• Complete all required reconciliations, including:
• Credit cards
• Bank accounts
• Vendor and customer balances
• Ensure all transactions are supported by proper documentation
• Identify and resolve discrepancies proactively

Month-End Close (QuickBooks)

• Own preparation and execution of month-end close, including: finalizing AR/AP entries, completing all reconciliations, preparing documentation for CPA review
• Ensure all financial data is accurate and submitted on time to CPA
• Support leadership with basic financial reporting as needed

Financial Process Integrity & Support

• Maintain a working understanding of service billing workflows, parts and purchasing processes, warranty and reimbursement tracking
• Ensure accounting practices align with operational workflows
• Support internal teams to maintain accuracy in financial transactions

Office Administration

• Maintain organized financial and administrative records
• Assist with vendor documentation, insurance and compliance paperwork, general office coordination as needed
• Support overall office efficiency without detracting from core accounting responsibilities

Qualifications

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
• 2+ years of experience in bookkeeping, AR, AP roles, Quickbooks Desktop preferred.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent communication skills, both written and verbal.
• Ability to work independently and manage time effectively.
• Strong attention to detail and problem-solving skills.
• Ability to handle sensitive and confidential information with discretion.

Benefits

• Competitive Wages
• Health, dental, and vision insurance for full time employment
• Retirement plan with company match- full time employment
• Paid time off and holidays- available part and full time
• Opportunities for professional development