Accounting Administrator

Job Description

Job Description

Position overview

We are hiring an experienced Accounting Administrator to run day-to-day accounting operations, including accounts receivable, accounts payable, and general bookkeeping in QuickBooks. This role keeps our books accurate, our vendors paid on time, and our cash flow visible to leadership.

Key responsibilities

Accounts receivable

• Create and send customer invoices accurately and on schedule
• Record and apply customer payments, deposits, and credits
• Monitor aging reports and follow up on past-due accounts
• Resolve billing discrepancies with customers and internal teams

Accounts payable

• Enter, code, and process vendor bills and expense reports
• Match invoices to purchase orders and receiving documents
• Prepare weekly payment runs (checks, ACH, credit card)
• Maintain vendor records, W-9s, and prepare 1099s at year-end

General accounting and QuickBooks

• Maintain the chart of accounts, customer, and vendor lists in QuickBooks
• Reconcile bank, credit card, and loan accounts monthly
• Post journal entries and support month-end and year-end close
• Prepare financial reports (P&L, balance sheet, AR/AP aging, cash flow) for management
• Assist with payroll processing, sales tax filings, and budget tracking
• Provide documentation to our outside accountant as needed
• Keep accounting files organized and follow internal controls

Required qualifications

• 3-4 years of experience in accounting, bookkeeping, or accounting administration (5+ preferred)
• Strong QuickBooks skills (Online or Desktop)
• Experience handling accounts receivable and accounts payable
• Familiarity with bank reconciliations and month-end tasks
• Understanding of basic accounting principles
• Comfortable using Excel for everyday tasks
• High school diploma or equivalent

Nice to have (not required)

• Associate or bachelor's degree in accounting, finance, or business
• QuickBooks ProAdvisor certification
• Experience with payroll platforms (ADP, Gusto, Paychex, or similar)
• Familiarity with bill-pay and expense tools (Bill.com, Expensify, Ramp)
• Experience in a small-to-mid-size business or multi-entity environment
• Knowledge of sales tax filing and 1099 reporting

Skills and competencies

• Strong attention to detail and accuracy with numbers
• Good organization and time management
• Clear, professional communication with vendors, customers, and staff
• Discretion handling confidential financial information
• Willingness to dig in and resolve discrepancies
• Comfortable working independently and as part of a team