Studio Administrative - Accounting Assistant

JOB TITLE
Studio Administrative & Accounting Assistant

EMPLOYMENT TYPE

Full-Time, Permanent

EXPERIENCE LEVEL
Junior to Intermediate

JOB CATEGORY
Administration / Accounting Support / Office Administration

POSITION SUMMARY
Red Theory is seeking a highly organized, dependable and detail-oriented Studio Administrative & Accounting Assistant to join our team.

This position supports the day-to-day administrative and financial functions of our design studio and works closely with our Creative & Technology Directors and Studio Manager.

We are looking for someone who enjoys creating order behind a busy creative environment - keeping accounting records current, preparing invoices, tracking receivables and payables, organizing documentation, coordinating schedules and ensuring administrative responsibilities are followed through.

This is an important support position within our studio. The successful candidate will help free our management and design teams from routine administrative work so they can remain focused on clients, projects, design and business development.

KEY RESPONSIBILITIES
Accounting & Quick Books Online

Maintain accurate day-to-day records in Quick Books Online

Enter and categorize vendor bills and expenses

Maintain accounts payable records

Maintain accounts receivable records

Prepare client invoices based on approved billing information

Issue approved invoices to clients

Record and track customer payments

Monitor outstanding invoices and payment due dates

Prepare accounts receivable aging reports

Follow up professionally on overdue accounts as directed

Organize receipts and credit-card transactions

Assist with credit-card reconciliations

Match vendor invoices to appropriate projects and records

Maintain client and vendor accounting information

Track deposits and payments

Organize supporting documentation for bookkeeping

Assist with month-end accounting preparation

Coordinate required information with the company's external bookkeeper/accountant

INVOICING, ACCOUNTS RECEIVABLE & PAYABLE

Prepare draft client invoices for review

Issue approved invoices

Maintain accurate invoice records

Monitor payment status

Identify overdue accounts

Send approved payment reminders

Maintain AR aging information

Receive and organize vendor invoices

Enter bills into Quick Books Online

Code expenses to the appropriate project/account

Monitor vendor payment due dates

Prepare bills for management approval

Maintain supporting payment documentation

Respond to routine client/vendor accounting inquiries

SUPPORT TO THE CREATIVE & TECHNOLOGY DIRECTOR

Provide day-to-day administrative assistance including:

Preparing documents for review

Maintaining administrative action and follow-up lists

Organizing correspondence requiring attention

Preparing basic reports and summaries

Organizing receipts and expenses

Maintaining important business records

Following up on delegated administrative tasks

Assisting with travel coordination when required

Helping ensure administrative commitments and deadlines are not missed

SUPPORT TO THE STUDIO MANAGER

Assist the Studio Manager with the administrative side of studio operations, including:

Preparing reports and documents

Maintaining employee and administrative records

Following up on assigned administrative tasks

QUALIFICATIONS
The ideal candidate will have:

Approximately 5 years of administrative, bookkeeping, accounting-support or office experience

Experience using Quick Books Online

Familiarity with accounts receivable and accounts payable

Experience preparing customer invoices

Strong computer and general office skills

Strong written and verbal communication

Excellent organizational skills

Strong attention to detail and accuracy

Ability to manage multiple responsibilities and deadlines

Professional communication skills with clients, vendors and team members

Ability to handle confidential financial and employee information appropriately

Strong follow-through and ability to work independently

SOFTWARE SKILLS

Strong proficiency or working knowledge of:

Quick Books Online

Microsoft Excel

Microsoft Word

Microsoft Outlook

Adobe Acrobat

Cloud-based file management systems

Experience with project-management, CRM or other business-management software is considered an asset.

PREFERRED EXPERIENCE

Small or medium-sized businesses

We are looking for someone interested in becoming an important long-term support member of a growing creative studio.

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