Accounting and Administrative Assistant

AP Professionals has partnered with a local landscaping company to find an Accounting and Administrative Assistant. This role will involve accounts payable, accounts receivable, administrative and customer service responsibilities.

• Manage subcontractor agreements and insurance certificates.
• Reconcile, enter, and approve vendor invoices; print and mail checks.
• Reconcile vendor statements and maintain purchase order and vendor invoice files.
• Set up and maintain customer database; enter new contracts and renewals.
• Prepare, reconcile, and follow up on billings and customer payments; manage pre-payments and resolve discrepancies.
• Process store sales receipts, maintain inventory records, and prepare AR statements.
• Record non-AR deposits, prepare daily bank deposits, and process credit card payments.
• Maintain sales tax exemption certificate files and file billing paperwork.
• Provide typing and computer support to executives; distribute incoming mail.
• Print and distribute AR and billing backlog lists.
• Issue renewal letters, track work, and prepare invoices.
• Prepare and update route worksheets for crews.
• Handle customer calls, direct messages, and resolve issues promptly.
• Prepare the annual Pesticide Reporting Log and daily weather reports.
• Track and resolve customer concerns using ERP system.
• Maintain LCPC customer and job folders; prepare and send 48-hour notifications.
• Maintain the label booklet.
• Initiate and track stake-out requests; maintain and publish backlog schedules.
• Enter job warranty and service requests, and report on uncompleted activities.
• Update inventory quantities in the computer and print plant tags for received materials.
• Open and close the telephone system and front door daily.
• Greet and direct visitors.
• Post outgoing mail; file job billing and costing paperwork; track consultant mileage reimbursements.
• Act as the main contact between customers and crews for tree, landscape, and plant care issues.
• Prepare and mail surveys, process responses, and address customer concerns.
• Maintain files for capital assets and vehicle tracking.
• Coordinate vehicle inspections and handle insurance correspondence.
• Visit the DMV as needed and maintain vendor W-9 forms.

• Experience with accounts payable and accounts receivable.
• Administrative experience.

• Proficient in accounting software and Microsoft Office Suite, especially Excel.
• Familiarity with the landscaping, plant care, or construction industry is advantageous.
• Experience with Slice or similar customer relationship management (CRM) software is beneficial.
• Solid understanding of basic accounting principles and procedures.
• High level of accuracy and attention to detail in data entry and financial reporting.
• Excellent organizational and multitasking abilities to manage multiple responsibilities effectively.
• Strong customer service skills and excellent verbal and written communication skills for interacting with customers, vendors, and team members.
• Strong analytical and problem-solving skills to identify discrepancies and resolve issues efficiently.