Accounting Operation Assistant

Freeman, Mathis & Gary Law•Atlanta, GA

12d•Onsite

About The Position

Freeman Mathis & Gary, LLP is hiring an Accounting Operations Assistant for its Atlanta office. The position provides administrative and operational support to the Controller and the Finance & Accounting department. Work includes scheduling and meeting coordination, guided data entry, document organization, routine reporting support, team-meal coordination, and assistance with special projects. The role calls for a highly organized, dependable, detail-oriented person who can learn multiple systems and take ownership of recurring and ad hoc assignments. Accuracy, sound judgment, responsiveness, confidentiality, and professional follow-through are essential. The assistant supports accounting leadership with calendars, meetings, materials, trackers, follow-up, routine system entries and uploads, Excel schedules, documentation, records management, team coordination, supplies, onboarding logistics, and backup coverage. The position also assists with process improvements, system implementations, and other duties assigned by the Controller or accounting leadership. The firm describes successful employees as helpful, congenial, personable, positive, approachable, respectful, team-oriented, accountable, organized, timely, confidential, and responsive. The role is subject to the firm's drug-free workplace policy, including the ability to pass a pre-employment drug screen; employees may also be subject to reasonable-suspicion testing under firm policy.

Requirements

High school diploma or equivalent required.
Proficiency with Microsoft Outlook, Excel, Word, and Teams.
Accurate and efficient data-entry skills with strong attention to detail.
Strong organizational, time-management, and follow-through skills.
Ability to manage multiple assignments and adapt to changing priorities in a deadline-driven environment.
Effective written and oral communication skills with attorneys, staff, firm leadership, and external contacts.
Ability to maintain confidentiality and exercise discretion when handling financial, personnel, and firm information.
Good judgment and ability to recognize when a question or issue should be escalated.
Professional, calm, courteous, and service-oriented demeanor.
Ability to pass a pre-employment drug screen under the firm's drug-free workplace policy.

Nice To Haves

Associate or bachelor’s degree preferred.
Prior administrative, accounting-support, finance-support, legal, or professional-services experience preferred.
Intermediate Excel skills preferred.
Comfort learning and working in multiple accounting, financial, expense-management, banking, and document-management systems.

Responsibilities

Provide day-to-day administrative and operational support to the Controller and accounting leadership.
Schedule and coordinate department meetings, conference calls, vendor and system meetings, training sessions, and other appointments.
Manage meeting logistics, including invitations, rooms, virtual links, materials, agendas, and team meals when needed.
Prepare and organize meeting packets, spreadsheets, presentations, reports, and other materials for the Controller.
Maintain recurring departmental calendars, deadline lists, contact lists, and trackers.
Track requests, assignments, and follow-up items sent to other departments, escalating overdue or incomplete items as appropriate.
Perform routine, guided data entry in accounting, financial, banking, expense-management, and other firm systems according to established procedures.
Complete routine system uploads and downloads after training and verify information for completeness before submission.
Prepare and update recurring Excel trackers and schedules using approved templates and instructions.
Compile, organize, and distribute routine financial or operational information for accounting personnel to review.
Assist in collecting, organizing, and maintaining supporting documentation for audits, accounting requests, internal projects, and management reporting.
Organize invoices, reports, statements, confirmations, and other supporting documents in appropriate electronic files.
Review data and documentation for obvious omissions or inconsistencies and escalate questions rather than make unsupported accounting determinations.
Maintain orderly shared Accounting folders, electronic records, departmental reference materials, and procedure documentation.
Scan, name, index, file, retrieve, and archive accounting documents in accordance with department practices.
Update process documentation, checklists, forms, and reference guides at the direction of accounting leadership.
Help coordinate document-request responses and confirm requested support has been received and organized.
Coordinate department lunches, close-period meals, training meals, and occasional team events, including ordering, delivery, and invoice or receipt collection.
Assist with onboarding logistics for new Finance & Accounting team members, including schedules, introductory meetings, training coordination, and reference materials.
Coordinate calendars and routine communications involving Finance & Accounting, Human Resources, Information Technology, attorneys, vendors, and other firm departments.
Order and maintain department supplies and assist with routine administrative needs.
Cross-train on recurring administrative functions to provide backup coverage within the department.
Support process improvements, system implementations, special projects, and other duties assigned by the Controller or accounting leadership.