Accounting Associate

Job Description

Job Description

We are a family owned and operated business searching for an Accounting Associate to join our team! We have been in business for over 30 years, we offer a full benefits package, and the opportunity to work with the Accounting team at our corporate office.

Benefits included after 30 days of employment: medical, dental, vision, company paid life insurance, various ancillary benefits.

Additional benefits include 401k, eligible after 1 year of employment and a total of 1200 hours recorded (company match included).

Position Overview

The Accounting Associate supports the Accounting Department by performing duties related to Accounts Payable (AP) and Accounts Receivable (AR). This position ensures accurate financial recordkeeping, compliance with accounting policies, and timely processing of financial transactions. The role also assists with departmental projects, month-end and year-end close activities, and provides general administrative support as needed.

Essential Functions:

Accounts Payable

• Interpret and apply accounting policies, procedures, and regulations to ensure compliance with company standards and applicable laws.
• Verify, code, and process vendor invoices, check requests, and supporting documentation in accordance with established procedures.
• Analyze large, itemized invoices and monthly rent payments for accuracy and completeness.
• Review and process employee expense reports, verifying receipts and proper coding.
• Identify errors or inconsistencies in invoices, expense reports, or payment requests and recommend corrective actions.
• Collect purchase orders and invoice approvals from department managers prior to check run deadline.
• Prepare weekly check run and electronic payments.
• Match invoices to checks, obtain signatures for checks and distribute or mail checks accordingly.
• Maintain vendor files, including new vendor setup and updates to existing vendor records.
• Obtain, track, and maintain IRS Form W-9 documentation as required.
• Assist with preparation and processing of annual IRS Form 1099s.
• Process AMEX corporate card transactions and ensure all required documentation is collected and filed.
• Match payment documentation and maintain accurate AP filing records, both electronic and physical.

Accounts Receivable & Credit

• Monitor accounts receivable activity and identify overdue customer accounts.
• Record customer payments, reconcile accounts, and investigate discrepancies.
• Contact customers regarding overdue balances and attempt to collect payment or establish payment plans.
• Send monthly customer statements and maintain records of customer contact and collection activity.
• Prepare and submit regular reports on delinquent accounts and repayment status.
• Set up new customer accounts in HubSpot and process credit applications.
• Perform credit reviews by collecting applications, trade references, and submitting documentation to the Accounting Supervisor for approval.
• Create credit memos for installation jobs as requested by Operations Management and maintain supporting documentation.

Banking & Financial Records

• Prepare bank deposits, scan checks, and post transactions in HubSpot and QuickBooks.
• Maintain accurate and organized digital and physical financial records.
• Ensure confidentiality and security of all financial and company data.

Administrative & Departmental Support

• Tracks and maintains current company vehicle registrations, maintenance, mileage and creates monthly reports for management to review
• Assist with month-end and year-end close procedures.
• Manage Certificates of Insurance (COI) requests and maintain COI logs.
• Handle communications with vendors and customers via phone, email, and in person.
• Assist with answering inbound company phone calls and provide backup phone coverage.
• Collect, sort and distribute incoming mail
• Perform general office duties including filing, data entry, mail processing, and document scanning.
• Assist with accounting department projects as assigned.

We are motivated to hire as soon as possible, apply today. Best of luck!