Accounting Specialist

Aston Carter•Laguna Woods, CA

1d•Onsite

About The Position

The Accounting & Administrative Specialist supports daily financial operations with a primary focus on processing vendor invoices (accounts payable), recording customer payments (accounts receivable), and maintaining accurate records in QuickBooks. This role also provides general administrative support to ensure smooth office operations, organized documentation, and timely communication within a small, collaborative team.

Requirements

1–3 years of experience in accounts payable, accounts receivable, or general accounting.
Hands-on experience with QuickBooks Online or QuickBooks Desktop.
Strong understanding of basic accounting principles and double-entry bookkeeping.
Proficiency with Excel and general office software tools.
Excellent attention to detail, accuracy, and follow-through in financial and administrative tasks.
Strong written and verbal communication skills with a professional, customer-service mindset.
Ability to manage multiple priorities, handle a variety of tasks, and meet deadlines in a fast-paced environment.
Demonstrated experience with accounts payable processes, including invoice processing and purchase order matching.
Demonstrated experience with accounts receivable processes, including invoicing and payment application.
Solid data entry skills with a focus on accuracy and completeness.

Nice To Haves

Experience using QuickBooks Online as the primary ERP or accounting system.
Comfort working in a small company environment with a lean team.
Experience with administrative tasks such as answering phones, greeting visitors, scheduling, and ordering office supplies.
Ability to create and maintain spreadsheets, reports, and basic financial analyses in Excel.
Strong organizational skills and the ability to maintain structured digital and physical filing systems.
Proactive approach to resolving discrepancies in billing, payments, and vendor documentation.
Ability to adapt to evolving processes and take initiative in improving office and accounting workflows.

Responsibilities

Enter, review, and code vendor invoices in QuickBooks with proper general ledger classifications.
Match invoices to purchase orders, packing slips, or internal approvals to ensure accuracy and completeness.
Monitor the accounts payable inbox and respond promptly to vendor inquiries.
Prepare weekly payment batches and assist with check runs, ACH payments, and credit card reconciliations.
Maintain up-to-date vendor files, W‑9s, and payment documentation in an organized manner.
Generate customer invoices, credit memos, and statements in QuickBooks.
Record incoming payments, including checks, ACH, and credit card transactions, and apply them accurately to customer accounts.
Monitor accounts receivable aging reports and follow up on overdue balances in a professional manner.
Communicate with customers regarding billing questions, discrepancies, and payment status.
Maintain accurate accounts receivable documentation and support month‑end close activities.
Ensure all financial transactions are properly coded in QuickBooks and supported with appropriate documentation.
Assist with bank, credit card, and vendor statement reconciliations to ensure accurate financial records.
Run financial reports in QuickBooks as requested by leadership.
Support data cleanup and file organization within QuickBooks and related financial records.
Answer phones, greet visitors, and manage general office communications in a professional and courteous manner.
Maintain organized digital and physical filing systems for accounting and administrative records.
Assist with scheduling, correspondence, and internal coordination to support daily operations.
Order office supplies and support basic office operations to ensure a well-functioning workplace.
Prepare spreadsheets, reports, and forms as needed using Excel and other office software.