Accounting Operation Assistant

Freeman Mathis and Gary, LLP•Atlanta, GA

13d•Onsite

About The Position

Freeman Mathis & Gary, LLP is a nationally recognized Am Law 200 law firm with over 500 attorneys, serving clients from 40 offices in 22 states. The firm is seeking an Accounting Operations Assistant for its Atlanta office. The role provides administrative and operational support to the Controller and Finance & Accounting department, including scheduling, meeting coordination, guided data entry, document organization, routine reporting support, team-meal coordination, and special-project assistance. The successful candidate is organized, dependable, detail-oriented, comfortable learning multiple systems, and willing to take ownership of recurring and ad hoc assignments. Sound judgment, accuracy, responsiveness, confidentiality, and professional follow-through are essential because the role supports the firm’s financial operations. This position 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 drug testing in accordance with firm policies.

Requirements

High school diploma or equivalent required.
Proficiency with Microsoft Outlook, Excel, Word, and Teams.
Comfort learning and working in multiple accounting, financial, expense-management, banking, and document-management systems.
Accurate and efficient data-entry skills with strong attention to detail.
Excellent 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.

Nice To Haves

Associate or bachelor’s degree.
Prior administrative, accounting-support, finance-support, legal, or professional-services experience.
Intermediate Excel skills.

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, conference 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 Finance & Accounting calendars, deadline lists, contact lists, and departmental 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 is complete 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 review by accounting personnel.
Assist with collecting, organizing, and maintaining supporting documentation for audits, accounting requests, internal projects, and management reporting.
Organize invoices, reports, statements, confirmations, and other supporting documentation in appropriate electronic files.
Review data and documentation for obvious omissions or inconsistencies and escalate questions rather than making unsupported accounting determinations.
Maintain orderly shared Accounting folders, electronic records, departmental reference materials, and procedure documentation.
Assist with scanning, naming, indexing, filing, retrieving, and archiving accounting documents according to department practices.
Update process documentation, checklists, forms, and reference guides at the direction of accounting leadership.
Help coordinate responses to document requests and confirm requested support has been received and properly 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.