FINANCE ASSISTATN AP/AR

Job Description

Job Description

Position Overview:

We are seeking a detail oriented and dependable Finance Assistant to support the Finance Department by performing day to day tasks related to Accounts Payable (AP) and Accounts Receivable (AR) functions. As part of our growing janitorial company, you will play a critical role in ensuring the accuracy and timeliness of financial transactions that support both vendor relationships and client billing. This is an excellent opportunity to join a fast paced environment and make a direct impact on the company’s financial operations.

Key Responsibilities:

Accounts Payable (AP):

• Process vendor invoices accurately and on time using QB
• Vendor statements reconciliation, including request of missing invoices as needed.
• Maintain internal vendor files and assist with resolving supplier or departmental issues.
• Ensure all necessary backup documentation is obtained before processing payments.
• Match purchase orders and delivery receipts to invoices.
• Assist with the monthly credit card reconciliation process, including gathering receipts from cardholders to meet journal entry deadlines.

• Review employee expense reports for accuracy, completeness, and proper approvals.
• Maintain vendor records and resolve payment discrepancies or disputes.
• Track and manage recurring expenses and contracts.

Accounts Receivable (AR):

• Generate and send accurate customer invoices according to service agreements on schedule.
• Upload invoices and signed work orders to respective client portals in a timely manner.
• Monitor receivables and follow up on past due accounts, negotiating with customers and resolving billing issues professionally.
• Apply customer payments and reconcile accounts as required.
• Communicate professionally with clients regarding billing questions or disputes.

General Accounting Support:

• Assist with month end closing procedures and audits.
• Support the accounting team with special, one time, or irregular task as needed.

Qualifications:

• 1+ years of experience in accounting, preferably with AP/AR responsibilities.
• Proficient in QB is required.
• Strong Excel skills and attention to detail.
• Ability to prioritize and manage multiple deadlines.
• Excellent communication and problem solving skills.
• High school diploma or equivalent required; Associate’s or Bachelor's degree in Accounting or Finance is preferred.

Preferred Experience:

• Experience in service based industries, such as janitorial or facilities management.
• Familiarity with contract billing.
• Bilingual (English/Spanish) is a plus.

Compensation & Benefits:

• Competitive Rates
• Opportunities for advancement as the company grows

Hybrid Schedule 3 days from the office 2 days from home
Schedule 10am to 3:30pm with 30 minutes lunch
25 hours a week