Administrative & Accounting Associate

The Administrative & Accounting Associate is responsible for supporting the day-to-day administrative, accounting, payroll, reporting, and executive support functions of the organization.

MUST HAVE QUICKBOOKS ENTERPRISE EXPERIENCE AND PROFICIENCY!

This role serves as the primary internal coordinator for accounts payable, accounts receivable, payroll administration, financial record management, executive support, reporting, and office administration activities. The position will work closely with the company's outsourced accounting partner to ensure accurate financial reporting, timely processing of transactions, and efficient business operations. In addition, this role will temporarily support marketing coordination and trade show activities until a dedicated Marketing & Brand Development Manager is hired. Primary Responsibilities Accounting Administration Accounts Payable Receive and process vendor invoices. Match invoices to purchase orders and support documentation. Prepare invoices for approval. Maintain AP records and filing systems. Coordinate weekly payment processing. Accounts Receivable Generate customer invoices. Monitor customer payments. Maintain AR aging reports. Assist with collection activities as required. Coordinate billing inquiries. Financial Administration Maintain accounting records and support documentation. Assist with monthly financial close process. Coordinate requests from outsourced accounting partners. Prepare reports and support schedules. Maintain vendor files and W-9 documentation. Payroll Administration Process payroll information and submissions. Maintain employee records. Track PTO and employee time records. Coordinate payroll changes. Support onboarding and offboarding activities. Maintain payroll documentation and compliance records. Executive & Administrative Support Provide direct administrative support to ownership and executive leadership. Manage calendars, scheduling, and meeting coordination. Draft and respond to business communications. Assist with project tracking and follow-up. Support organizational initiatives and special projects. Reporting & Business Administration Maintain spreadsheets, reports, and Smartsheet systems. Support KPI reporting initiatives. Maintain internal business records. Assist with document management and record retention. Ensure information is organized and accessible. Marketing Support (Temporary Responsibility) Until a dedicated Marketing & Brand Development Manager is hired: Coordinate development and distribution of marketing materials. Support website updates. Maintain brand consistency across communications. Assist with trade show planning and logistics. Coordinate marketing collateral. Support lead capture and event administration. Assist with social media and communication initiatives as directed. Trade Shows & Events Coordinate trade show logistics. Manage event registrations. Coordinate booth materials and setup. Support event planning and scheduling. Track leads generated through events. Monthly Responsibilities Coordinate month-end close activities. Review AP aging. Review AR aging. Prepare payroll reports. Coordinate credit card reconciliations. Assist with financial reporting packages. Maintain compliance documentation. Support budget and reporting requests. Key Performance Indicators AP processing accuracy AR collection performance Payroll accuracy Month-end close support completion Reporting accuracy Administrative responsiveness Recordkeeping accuracy Executive support effectiveness Success Profile The ideal candidate is highly organized, detail-oriented, dependable, and capable of managing multiple priorities simultaneously. This individual serves as a central administrative resource within the company and plays a key role in ensuring business operations remain organized, accurate, and efficient. Strong communication skills, attention to detail, discretion, and accountability are essential for success in this role.

Pay:

$24.00 - $25.00 per hour

Benefits:

Health insurance

Work Location:

In person