GENERAL ACCOUNTING: AR/AP, etc. for Boutique Design Firm – Immediate Opening

POSITION SUMMARY
This position reports to the Principal Planner and Principal Landscape Architect. Duties include monthly invoicing, accounts payable, coordination with the firm’s P/T bookkeeper, as well as miscellaneous administrative tasks. This is a full time/in office position.

ESSENTIAL DUTIES + RESPONSIBILITIES

• Prepare documents and conduct miscellaneous administrative functions related to:
• Letters of Transmittal, Letters of Engagement, Requests for Proposals, etc.
• Respond to information requests, provide clarification, and follow-up, as required
• Review and summarize miscellaneous reports, background information, and other documents for accuracy
• Assist with preparation of proposals and contracts
• Review & prepare internal contracts/agreements, insurance certificates, billing requirements, etc.
• Review and prepare outside consultant contracts on behalf of clients
• Prepare comprehensive digital job files based upon naming conventions
• Assist principals and staff with updating current project information
• Answer multiple phone lines, screen, and direct calls promptly and efficiently, and receive visitors
• Professional phone etiquette
• Route multiple calls simultaneously, and prioritize callers, if needed
• Identify the caller, reason for call, and appropriate team member; take appropriate messages
• Recognize clients (phone & in person), introduce & greet visitors, obtain new contact info, etc.
• Prepare conference room for meetings
• Prepare monthly client invoicing
• Review timecards, associated memos/tasks, verify hours, and posting accuracy
• Draft invoices, review, and prepare final invoices
• Track project budgets and prepare accounting reports
• Prepare accounting recaps, budgets, and track progress for projects
• Prepare comprehensive accounting recaps for client’s projects
• Data entry
• Prepare spreadsheets and tables, as directed
• Enter billable hours with memos and expenses
• Track accounts receivable (internal A/R and sub-consultant invoices, etc.)
• Pay bills and track accounts payable (via Quick Books)
• General office management o Opening/closing, mail & shipping, file administration, copies/scanning, office organization, procedures, office & equipment supplies, etc.

SKILLS + QUALIFICATIONS

• A high level of professionalism and confidentiality
• Professional business writing and verbal communication skills
• Effective interpersonal skills, with ability to listen carefully and ask questions
• Strong organizational skills and attention to detail
• Excellent coordination and time-management skills
• Successful problem-solving skills and strong decision-making ability, with ability to anticipate needs
• Advanced knowledge in MS Office (Word, Excel, Outlook). Typing 50+ wpm
• Advanced knowledge of Quick Books, BillQuick, Access
• Valid CA driver license; reliable transportation

Job Type: Full-time

Pay: $25.00 - $26.00 per hour

Benefits:

• 401(k)
• Health insurance
• Paid training
• Retirement plan

Physical setting:

• Office

Schedule:

• Monday to Friday

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• San Luis Obispo, CA 93401: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Bookkeeping: 1 year (Required)

Work Location: One location

newlondonrocks.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, newlondonrocks.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, newlondonrocks.com is the ideal place to find your next job.