Accounting Associate

Hybrid

Schedule:

M-Thurs On-Site, Fri Remote

Website:

Position Summary

The Accounting Associate is responsible for the day-to-day accounting and billing operations of the company, including full ownership of monthly client billing and collections activities. This role ensures accurate financial records, timely billing, effective cash flow management, and professional communication with clients regarding billing and payment matters. The ideal candidate has a strong foundation in bookkeeping and accounting principles, excellent attention to detail, and experience supporting a service-based organization.

Key Responsibilities

Accounts Payable (A/P) and Vendor Management

• Process, classify, reconcile, and enter vendor bills in Quickbooks.

• Manage vendor terms and maintain accurate vendor information in Quickbooks to ensure compliance, accurate records of disbursements and timely payments

• Allocate vendor costs and expenses accurately to the appropriate client agreements, projects, or service tickets.

Client Billing, Accounts Receivable (A/R) & Collections

• Own and manage the monthly invoicing process for all clients, ensuring invoices are accurate, complete, and delivered on schedule

• Generate, review, and email client invoices in a timely and professional manner

• Ensure accurate synchronization of invoices and payments between Quick Books and Halo PSA software

• Process and manage accounts receivable, including payment receipt, bank deposits, and credit card processing

• Monitor A/R aging reports, follow up on past-due accounts, and maintain professional communication with clients regarding collection of outstanding balances

• Respond to client inquiries related to invoices and payments and resolve billing issues promptly

Accounting, Reconciliations & Reporting

• Maintain and balance all accounts to ensure accuracy and completeness

• Perform monthly bank, savings and credit card reconciliations

• Create and manage reports to support financial analysis and prepare daily account balance reports for Executive Management

State Sales Tax Preparation & Remittance

• Prepare, file, and remit multi-state sales and use tax returns in compliance with applicable state and local regulations.

Process Improvement & Compliance

• Recommend improvements to accounting processes, workflows, and systems to improve efficiency and accuracy

• Maintain strict confidentiality of all financial data and client information

• Support audits and ensure compliance with internal policies and accounting standards

Organizational Values

All individuals in the organization shall possess these competencies:

• Client First: Dedicated to putting our clients' success at the center of every decision and action.

• Integrity: Acting with honesty and transparency-always doing what's right for our clients and our team.

• Own It: Take responsibility for outcomes, follow through on commitments, and lead with accountability.

• Kaizen (Continuous Improvement): Embrace change, learn constantly, and seek better ways to serve clients and strengthen our team.

Skills and Abilities

• Demonstrates strong problem-solving skills by identifying issues, involving team members in developing solutions, analyzing options, and responding quickly to new challenges.

• Makes sound, consistent, and transparent decisions based on relevant information; exercises good judgment and integrity in all decision-making processes.

• Displays creativity and resourcefulness, offering ideas and innovative approaches to improve work processes and increase efficiency.

• Communicates effectively and professionally, both verbally and in writing, organizing and presenting information clearly and concisely; ensures accuracy and proper grammar in all communications.

• Writes effectively for diverse audiences, including proposals, reports, marketing content, briefings, blogs, and social media.

• Writes clearly and appropriately for different audiences, including reports, briefings to leadership, and correspondence with clients and vendors.

• Demonstrates initiative by taking ownership of tasks and performing duties without requiring constant direction; shows willingness to learn new skills and adapt to changing…