Accounting Assistant

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Job description

Job Title: Bookkeeper/Finance/Accounting Administrator

Location: Asbury Park, NJ (Remote with occasional in-person requirements)

Hours: 10-20 hours per week

Pay Rate Range: $20-25/hr. W2

Job Description:

We are seeking a detail-oriented and experienced Bookkeeper/Finance/Accounting Administrator to join our team. The ideal candidate will have a strong background in bookkeeping and accounting, particularly with QuickBooks, and possess excellent organizational skills. This position requires a commitment of 10-20 hours per week and involves a variety of tasks related to financial management, vendor relations, and administrative support.

Key Responsibilities:

1. Expense Management:

- Cross-reference Client (Client) card transactions to ensure expenses are recorded accurately in QuickBooks on a weekly basis.

- Ensure expenses are properly tagged and categorized in QuickBooks.

2. Invoice Approval:

- Review and approve invoices in Margin Edge, checking vendor names, billing information, dates, invoice numbers, categories, amounts, and payment amounts for accuracy.

- Perform these checks three times per week: Monday, Wednesday, and Thursday.

3. Vendor Management:

- Enter new vendors into QuickBooks and request W-9 forms from restaurants, service providers, and entertainers.

- Verify that vendors' addresses and tax IDs are correctly recorded for 1099 purposes.

4. Accounts Payable:

- Manage the Accounts Payable (A/P) email inbox, ensuring timely and accurate handling of vendor communications.

- Handle vendor mail and route it to the appropriate departments on a weekly basis.

- Review and reconcile vendor statements once a week.

5. Credit Card and Check Management:

- Follow up on credit card disputes as needed.

- Enter checks into QuickBooks and create deposits, which will require in-person handling.

- Periodically update bank signers and credit card users as needed.

6. HR Administrative Tasks:

- Perform HR administrative tasks including handling Department of Labor (DOL) correspondences, requiring 2-4 hours per week.

7. Reporting:

- Send weekly bank account balances every Thursday morning.

- Prepare and update a weekly spreadsheet of restaurant performance every Wednesday morning (1 - 1.5 hours).

Qualifications:

- Proven experience as a bookkeeper, finance, or accounting administrator.

- Proficiency in QuickBooks is required.

- Strong attention to detail and organizational skills.

- Ability to follow up on tasks and manage multiple responsibilities effectively.

- Experience with invoice approval, vendor management, and financial reporting.

- Basic knowledge of HR administrative tasks and Department of Labor correspondences.

- Reliable and able to work independently with minimal supervision.

Preferred Skills:

- Familiarity with Margin Edge for invoice management.

- Ability to work on-site occasionally for deposit-related tasks.

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