Administrative Assistant/ Accounts Payable Clerk

Description

We are seeking a highly organized and detail-oriented Administrative Assistant / Accounts Payable Clerk to support our financial and administrative operations. This role is responsible for processing accounts payable transactions, managing vendor communications, and handling general administrative duties. The ideal candidate will have experience with Bill.com and QuickBooks Online and be comfortable working in a fast-paced environment that requires multitasking and accuracy.

Key Responsibilities:

Accounts Payable & Financial Support:

• Process vendor invoices, employee expense reimbursements, and recurring payments such as rent and benefits using Bill.com and QuickBooks Online (QBO).
• Ensure all payments are accurately categorized by account and class in QBO.
• Research and resolve discrepancies in invoices, payments, and account records.
• Assist with financial reporting and supply requested data to accountants for month-end, quarter-end, and year-end close.
• Review and reconcile bank transactions, ensuring accuracy between QBO records and bank statements.
• Support the preparation of 1099s for vendors and contractors.
• Manage and maintain accurate financial records for audits and tax reporting.

Administrative Support:

• Assist with organizing, filing and compliance reporting as requested
• Help coordinate 401(k) and Cash Balance Plan contributions, distributions, and compliance reports.
• Organize and maintain financial and administrative documents, ensuring all records are properly filed.
• Act as the primary point of contact for vendor inquiries, payment status updates, and invoice resolutions.
• Assist with workers' compensation audits and other compliance-related reporting.

General Office & Operational Support:

• Coordinate meetings, track key deadlines, and maintain internal reports.
• Handle incoming communications related to accounts payable and administrative functions.
• Support management with financial and operational projects as needed.
• Supply ordering for the office.
• Help coordinate special Excel Events

Requirements

• QuickBooks Online is required.

• Experience with Bill.com preferred.

• Prior experience in accounts payable, bookkeeping, or administrative roles.

• Strong attention to detail and accuracy in financial transactions and reporting.

• Ability to manage multiple tasks, prioritize workload, and meet deadlines.

• Excellent communication and interpersonal skills to interact with vendors, employees, and leadership.

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and financial software.

• Ability to handle confidential information with discretion and professionalism.

Why Join Us?

This role is a great opportunity for someone who enjoys both financial and administrative responsibilities and is looking to grow within a dynamic organization. If you are a proactive and detail-oriented professional with a passion for organization and accuracy, we encourage you to apply!