Accounting Assistant

Job Description

Job Description

Summary: The Accounting Assistant plays a critical role in S. J. Rollins’ success by ensuring accurate financial records and clean, timely billing of technician work. This position provides direct support to the Accounting Team Leader through accounts payable and receivable management, expense tracking, invoice processing, and month-end support. The role also requires professional communication and coordination with customers, vendors, technicians, and internal teams to resolve billing questions and support excellent service, all while reinforcing S. J. Rollins culture and values.

Key Results Area #1: Accurate Recording of Financial and Time Data into Accounting System

1. Record invoices, payables and receivables as directed by Team Leader

2. Review and approve workorders for Technicians

Key Results Area #2: Provide Professional Customer Service

1. Connect customers to the appropriate team and technician for resolution of technical issues

2. Establish and maintain professional communication with customers

3. Reinforce S. J. Rollins culture and values in all communication with customers

Key Results Area #3: Being a Valuable Team Member 

1. Provide a good example of S. J. Rollins culture and values  

2. Be on time for work and scheduled meetings 

3. Participate in regular team and company meetings 4.

4. Take responsibility for personal and career development 

5. Take responsibility for the training and education of less experienced team members 

Entry Knowledge and Skills

• Attention to detail

• Strong verbal communication

• Ability to task switch quickly and effectively

• Ability to work efficiently in defined administrative processes

• Ability to create, organize, and analyze financial data using Microsoft Excel

• Experience with accounting and expense management software’s such as Sage, Quickbooks, Netsuite, and Ramp.

Responsibilities (What You Do)

Data Entry and Bookkeeping

• Input financial transactions into accounting software

• Maintain accurate records of accounts payable and receivable

• Process invoices and ensure payments are made or received on time

• Record and categorize all company expenses

• Assist with month-end and year-end closing processes

Accounts Payable and Accounts Receivable

• Ensure invoices are correctly matched with purchase orders and receipts

• Monitor and manage accounts payable to vendors

• Assist in preparing payment runs for vendors, employees, or contractors

• Process invoices and ensure payments are made or received on time

Workorder Processing

• Review and approve all work orders submitted by technicians. This includes, but is not limited to the following:

• Ensure estimates are linked when appropriate

• Check for spelling errors

• Ensure description of work is professionally written

• Ensure s/n are included as appropriate

• Bill out parts listed on work orders

• Ensure the time is appropriate to the task at hand

Communication with Clients, Employees and Vendors

• Handle inquiries from clients and vendors regarding payment status or billing questions

• Coordinate with company technicians, account managers, and project managers to resolve billing issues.

Expense Management

• Track employee expenses, ensuring they are in line with company policies

• Process expense reimbursements for employees

• Reconcile company credit card usage and receipts

• Receive and process payments against customer accounts

Expectations (How You Do It)

• Adhere to policies and procedures as outlined in the Employee Handbook

• Demonstrate reliability and punctuality

• Show a good attitude towards people

• Manage time efficiently by requesting work from Team Leader

• Prioritize and manage multiple tasks effectively to ensure timely completion of duties

• Demonstrate a basic understanding of all hosted products/services and inventory product lines 

• Communicate clearly, effectively, and professionally with colleagues and clients

• Identify errors or discrepancies in financial data and provide solutions to your team leader

• Uphold confidentiality when handling sensitive financial data

• Adhere to ethical standards in all accounting practices

Benefits:

-Healthcare

-Dental

-Vision

-Life Insurance

-Retirement Plan

-Profit Sharing