Accounting Assistant

AP Professionals is partnering with a local company that has been in business for decades in search of an Accounting Assistant. This multifaceted role combines accounting support with administrative responsibilities, including AP/AR processing, customer account coordination, inventory tracking, and receptionist duties. The ideal candidate is organized, detail-oriented, and comfortable balancing transactional tasks with day-to-day office operations.

Receptionist

• Answer incoming phone calls and direct them appropriately
• Greet and assist all visitors upon arrival
• Sort and distribute incoming mail daily

Billing & Accounts Receivable

• Set up new customer accounts and maintain an up-to-date customer database
• Create and renew service contracts, including annual agreements for lawn and plant care
• Generate customer invoices and ensure alignment with contractual terms
• Apply customer payments to corresponding invoices accurately
• Process credit card transactions and manage settlements
• Track and apply customer pre-payments to services rendered
• Monitor accounts receivable balances monthly and generate AR statements
• Investigate and resolve discrepancies in coordination with the Controller and Sales Consultant
• Collect and maintain valid sales tax exemption certificates where applicable

Accounts Payable

• Collect and manage subcontractor agreements and insurance documentation
• Maintain accurate vendor records, including W-9s and insurance certificates
• Enter and reconcile vendor invoices, ensuring appropriate job and GL coding
• Review vendor statements and resolve any billing discrepancies

Inventory

• Develop and maintain an accurate system for tracking inventory
• Ensure proper account coding for all new inventory purchases
• Assist with physical inventory counts and related tracking/analysis

Other Responsibilities

• Manage vehicle records and documentation
• Schedule and coordinate vehicle inspections
• Handle DMV-related tasks as needed
• Maintain records of capital assets

Human Resources & Payroll

• Provide backup support to the Controller as needed in HR and payroll functions

• Prior experience in administrative support and accounting functions, including accounts payable, accounts receivable, billing, and customer service.
• Familiarity with inventory tracking and basic HR/payroll backup duties.

• Proficient in processing invoices, managing customer accounts, and reconciling financial data.
• Strong organizational and multitasking skills with attention to detail.
• Knowledge of sales tax exemptions, subcontractor/vendor compliance documentation, and general ledger coding.
• Comfortable with customer interaction, both in person and over the phone.
• Basic understanding of vehicle recordkeeping, inventory management, and administrative processes.