Accounting Assistant

Position Overview:
The accounting assistant is responsible for providing support in various accounting functions, including job costing, vendor management, and invoice processing. This role requires strong organizational skills, attention to detail, and the ability to work independently while adhering to company policies and ethical standards. The ideal candidate will be proactive, detail-oriented, and committed to contributing to the overall efficiency of the accounting department.
 
Responsibilities:
 
1. Bill Comparison:

• Compare bills from vendors and subcontractors to POs and order confirmations to ensure accuracy.
• Enter and process invoices in bill.com

• Prepare accounts payable reports, including aging reports and cash flow forecasts.
• Ensure compliance with internal controls and regulatory requirements related to accounts payable.

• Subcontractors: Prepare lien waivers according to the lien waiver process.
• Customers: Prepare lien waivers upon request. 

• Generate profit & loss report through QBO & Acculynx. Enter vendor information and bills into the accounting system and reconcile statements for accuracy.

• Collect and verify employee timecards or timekeeping data to ensure accurate payroll processing.
• Compare vehicle logs to time cards for accuracy and compliance.
• Address any discrepancies in timekeeping records promptly, including checking vehicle locations through internal GPS system.

• Ensure a W9 form and current Certificate of Insurance (COI) are on file for all subcontractors.
• Shred confidential paperwork after scanning to maintain data security. 
• Subcontractor Setup Process.

• Complete the rebate/rewards process of multiple vendors to ensure accurate tracking and reporting of rebates and rewards.

• Manage submissions to the James Hardie website as required for compliance and reporting.

• Request or create Certificates of Insurance when requested by customer.

• Oversee the accounting email inbox to ensure all communications and documentation are accurately routed, processed appropriately, and handled in a timely manner.

• Ensure all insurance claims are submitted promptly to support timely payment collection.
• Maintain close communication with the sales team to gather all necessary information required for submitting claims to insurance companies.

• Adhere to all company policies, procedures, and business ethics codes to maintain integrity in all financial transactions.

• Maintain positive relationships with vendors and suppliers, addressing inquiries and resolving payment discrepancies.
• Negotiate favorable payment terms and discounts.

• Provide occasional front desk assistance by answering and redirecting calls, entering lead information, and directing walk-in visitors to the appropriate department.

• Independent work ethic and a professional, positive attitude.
• Ability to organize and manage multiple priorities in a fast-paced environment.
• Strong attention to detail and accuracy in all aspects of work.
• Strong customer service orientation with the ability to build positive relationships.
• Excellent interpersonal communication skills for effective collaboration within the team and with external partner.
• Proficient reading, writing, and arithmetic skills for effective documentation and reporting.
• Excellent verbal and written communication skills, ensuring clarity and professionalism in correspondence.
• Desire to constantly learn and innovate regarding products, methods, and processes.
• Experience and proficiency with Microsoft Office applications (Word, Excel, etc.), QuickBooks, Google Apps, and various web technologies is required.