Accounts Payable/Accounting Assistant

Job Description:

The Accounting Assistant with an emphasis on Accounts Payable, will be working closely with and supporting the Accounting Department in the firm.

Responsibilities:

• Maintain electronic vendor files in accordance with the company’s paperless procedures, including invoices, W-9s, vendor correspondence, and other supporting documentation, following up with vendors as necessary.
• Responsible for verifying, obtaining appropriate approval, processing, and accurately posting daily invoices through QuickBooks for multiple offices and affiliated companies.
• Review and match invoices to supporting documentation; identify and resolve discrepancies, duplicate invoices, incorrect charges, and missing information, code invoices to the appropriate general ledger account, department, office, matter, client, or property.
• Reconcile vendor statements and research outstanding invoices, credits, unapplied payments, and account discrepancies.
• Respond to vendor inquiries regarding invoices, account balances, payment status, and other accounts payable matters.
• Prepare and review employee expense reports, verify supporting receipts and documentation, and follow up with employees as necessary.
• Assist with tracking and monitoring various company budgets, including but not limited to Marketing and Social budgets, and report variances or concerns to management.
• Demonstrate strong research, analytical, organizational, and problem-solving skills when investigating discrepancies and resolving accounting issues.
• Maintain confidentiality of financial, vendor, employee, and company information. Identify unusual transactions, duplicate payments, or potential errors and bring them to management's attention.
• Follow established accounting policies, internal controls, and procedures to ensure accurate and timely processing of accounts payable transactions.
• Assist with other accounting and administrative tasks and special projects as needed.

Experience and Requirements:

• Minimum of 3+ years of experience using desktop QuickBooks, with strong knowledge and hands-on experience with the Accounts Payable function.
• Prior experience working as an Accounting Assistant or in a similar accounting support role.
• Strong Microsoft Excel skills, including VLOOKUP and other functions used to analyze and reconcile financial data.
• Proficiency with Microsoft Office programs, including Outlook and Word.
• Experience working with vendors and maintaining professional and effective vendor relationships.
• Strong attention to detail, accuracy, and organizational skills, with the ability to manage and prioritize multiple tasks.
• Strong research, critical-thinking, analytical, and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to maintain confidential financial, employee, and company information.
• Technically savvy and comfortable working in a paperless environment and learning new software and systems.
• Ability to work independently while also collaborating effectively with management and staff.
• Ability to work with a sense of urgency in a fast-paced, deadline-driven environment while maintaining a high level of accuracy.
• Strong follow-through and accountability, with the ability to see tasks through to completion.

Position Requirements:

The position requires a motivated, dependable, and detail-oriented individual to support the corporate office and accounting department. The successful candidate must be able to work independently while managing multiple daily, weekly, and monthly responsibilities, including accounts payable, accounts receivable, general ledger analysis, budget tracking, and other accounting functions as assigned.

The position requires strong interpersonal skills and the ability to interact professionally with a wide variety of employees, management, vendors, and other business contacts. The ideal candidate will be highly organized, technically proficient, and able to prioritize competing deadlines while maintaining accuracy and attention to detail.

This is a fast-paced, deadline-driven position requiring initiative, sound judgment, critical-thinking skills, and the ability to research and resolve problems efficiently. The successful candidate must demonstrate excellent communication skills, strong follow-through, and the ability to handle confidential information appropriately.

Job Type: Full-time; Non-Exempt; Hybrid at Agoura Hills office on Tuesdays and Fridays

Locations: Agoura Hills

Compensation: $28 - $32/hour

Physical & ADA Considerations:

This position is primarily sedentary and involves extended periods of computer use. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the role.