Accounting Assistant
Position Summary
The Accounting Assistant supports the day-to-day accounting operations of ESP Enterprises, Inc., with responsibility for accounts payable, accounts receivable, client billing, collections, expense administration, and account reconciliation.
This role works closely with Accounting, Sales, Recruiting, Payroll, Operations, Project Management, vendors, and client accounts-payable teams to ensure transactions are accurate, properly documented, processed on time, and recorded correctly.
Essential Duties and Responsibilities
Accounts Payable
Required
Position Summary
The Accounting Assistant supports the day-to-day accounting operations of ESP Enterprises, Inc., with responsibility for accounts payable, accounts receivable, client billing, collections, expense administration, and account reconciliation.
This role works closely with Accounting, Sales, Recruiting, Payroll, Operations, Project Management, vendors, and client accounts-payable teams to ensure transactions are accurate, properly documented, processed on time, and recorded correctly.
Essential Duties and Responsibilities
Accounts Payable
- Manage full-cycle accounts payable, including receiving, reviewing, coding, and entering vendor invoices.
- Match invoices to purchase orders, approvals, receipts, contracts, or other supporting documentation.
- Verify appropriate account, department, project, and job-code allocation.
- Obtain required approvals and resolve invoice discrepancies with vendors and internal departments.
- Prepare and process vendor payments in accordance with established payment schedules and approval requirements.
- Maintain accurate vendor records, payment information, and supporting documentation.
- Reconcile vendor statements and research missing invoices, duplicate charges, credits, and payment discrepancies.
- Respond to vendor inquiries regarding invoice and payment status.
- Assist with 1099 documentation and year-end vendor reporting as needed.
- Prepare and submit accurate client invoices based on approved rates, purchase orders, timecards, expenses, and contractual requirements.
- Confirm invoices include required supporting documentation and are submitted through the appropriate client portal or billing system.
- Monitor rejected, disputed, or returned invoices and coordinate resolution.
- Review customer aging and follow up with client accounts-payable contacts regarding past-due invoices and expected payment dates.
- Document collection activity and escalate significant payment delays or disputes as appropriate.
- Assist with unapplied payments, short payments, credits, deductions, and other account discrepancies.
- Monitor purchase-order balances and notify internal teams when additional funding or authorization is required.
- Review corporate-card and employee expense transactions for appropriate coding, receipts, business purpose, and approvals.
- Maintain accurate customer, vendor, project, and accounting records in QuickBooks and other approved systems.
- Assist with account reconciliations, month-end close activities, and financial reporting.
- Maintain organized, complete, and audit-ready accounting documentation.
- Support internal and external audit requests as needed.
- Identify opportunities to improve accounting processes, reduce errors, and improve efficiency.
- Perform additional accounting and administrative duties as assigned.
Required
- 2+ years of experience in accounts payable, accounts receivable, billing, bookkeeping, or general accounting support.
- Experience with full-cycle accounts payable, including invoice processing, coding, approvals, vendor payments, and reconciliations.
- Experience working with invoices, purchase orders, supporting documentation, and payment terms.
- Strong Microsoft Excel, Outlook, and Microsoft 365 skills.
- Strong attention to detail, organization, and follow-through.
- Ability to manage multiple priorities and deadlines.
- Strong written and verbal communication skills.
- Ability to handle confidential financial, employee, vendor, and client information.
- Experience with QuickBooks Online.
- Experience with Coupa or similar billing, procurement, or supplier portals.
- Experience in staffing, professional services, construction, field services, maintenance, or project-based environments.
- Experience with hourly labor, project, expense, and purchase-order-based billing.
- Associate degree in Accounting, Finance, Business Administration, or a related field; equivalent experience may be considered.
- Accounting accuracy
- Attention to detail
- Organization and follow-through
- Problem solving
- Vendor and client service
- Cross-functional communication
- Time and priority management
- Confidentiality
- Ownership and accountability