Accounting & Administrative Assistant

Accounting & Administrative Assistant Hans OToole San Jose, CA Job Details Full-time $20 - $30 an hour 17 hours ago Benefits Paid holidays Health insurance Dental insurance Paid time off Vision insurance 401(k) matching Qualifications Google Workspace Confidential information handling Accounts payable Spreadsheets Client inquiry handling In-person customer service High school diploma or GED Bachelor's degree Data entry Vendor communication Business Administration Productivity software Associate's degree

Bookkeeping Full Job Description Job Type:

Full-time Job Location:

San Jose 95131 Position Summary We are seeking a detail-oriented, organized, and reliable Accounting & Administrative Assistant to join our growing team. In this hybrid role, you will be responsible for supporting our daily financial operations—specifically managing Accounts Payable (AP) and Accounts Receivable (AR)—while also ensuring the smooth and efficient day-to-day running of our office. The ideal candidate has a solid foundational understanding of basic bookkeeping, is comfortable wearing multiple hats in a small-to-medium business environment and possesses excellent communication skills. Key Responsibilities Financial & Accounting Support (Approx. 60%) Accounts Payable (AP): Review, verify, and enter vendor invoices into the accounting system; match purchase orders to invoices; prepare weekly/bi-weekly check runs or electronic payments for approval. Accounts Receivable (AR): Create and send accurate invoices to clients; monitor aging reports and conduct polite follow-ups on overdue accounts (collections).

Data Entry & Reconciliations:

Perform daily data entry of financial transactions; assist with monthly bank and credit card reconciliations.

Documentation:

Maintain an organized, secure, and up-to-date digital and physical filing system for all financial records and tax documents. Administrative & Office Support (Approx. 40%)

Office Coordination:

Oversee daily office operations, including ordering and maintaining inventory of office and kitchen supplies.

Front Desk & Communication:

Answer and route incoming phone calls, greet occasional visitors, and handle incoming/outgoing mail, courier packages, and deliveries. Executive /

Team Support:

Provide general administrative support to the management team, such as scheduling meetings, arranging occasional travel, or preparing meeting rooms.

Special Projects:

Assist with ad-hoc administrative or data entry tasks as needed by the management.

Job Requirements & Qualifications Experience:

1-3 years of experience in an administrative support role, with at least 1 year of direct experience handling basic AP/AR or bookkeeping duties.

Education:

High school diploma required; associate's degree in accounting, Business Administration, or a related field is highly preferred.

Software Skills:

Strong computer skills, including proficiency in Microsoft Office Suite ( Excel , Word) and Google Workspace.

Soft Skills:

Exceptional attention to detail and high level of accuracy. Strong organizational and time-management skills, with the ability to prioritize tasks efficiently. Excellent written and verbal communication skills (professional and courteous demeanor when handling vendor/client inquiries). High integrity and ability to handle confidential financial data with discretion. Benefits (Optional - Customize as needed) Competitive hourly rate / salary: [$20 - $30 per hour] Health, Dental, and Vision insurance Paid Time Off (PTO) and Paid Holidays 401(k) matching Year-end bonus Professional growth opportunities in a supportive team environment

Pay:

$20.00 - $30.00 per hour

Benefits:

401(k) matching Dental insurance Health insurance Paid time off Vision insurance

Education:

Bachelor's (Required)

Experience:

Accounts payable: 1 year (Required)

Bookkeeping:

1 year (Required)

Work Location:

In person