Accounting Administrator

About the role

The Accounting Administrator is responsible for administering the Company's day-to-day accounting operations, including accounts payable, payroll administration, banking activities, expense management, month-end accounting support, vendor management, financial recordkeeping, and audit preparation.

Key Responsibilities

• Accounts Payable Administration
• Review all vendor invoices received through designated company accounts to verify accuracy, completeness, appropriate approvals, and required supporting documentation prior to processing.
• Communicate with internal departments and vendors to obtain missing information, departmental coding, or invoice clarification when necessary.
• Process approved vendor invoices within QuickBooks Online by accurately recording invoice details, assigning departmental allocations, attaching supporting documentation, and maintaining complete electronic records.
• Maintain the Company's Bills to Pay schedule by tracking payment due dates, recurring vendor obligations, and outstanding liabilities.
• Upload all invoices and supporting documentation into the Company's electronic document management system in accordance with record retention requirements.
• Monitor recurring contractual vendor payments that may not require invoices and ensure timely processing in accordance with contractual obligations.
• Vendor Payment Administration
• Review the weekly Bills to Pay schedule and identify invoices requiring payment based upon vendor terms and payment due dates.
• Prepare weekly payment recommendations for executive approval and coordinate all required approvals prior to releasing payments.
• Process vendor payments through ACH, check, wire transfer, and other approved payment methods using the Company's banking platforms.
• Maintain complete payment documentation by saving executive approvals and payment confirmations for audit purposes.
• Update payment schedules by recording payment dates, payment methods, and invoice status while maintaining accurate payment histories.
• Communicate payment confirmations to designated vendors as required.
• Banking & Cash Management
• Process daily banking transactions from all corporate banking platforms and ensure transactions are accurately recorded within QuickBooks Online.
• Review and manually process transactions from banking platforms that do not automatically synchronize with the accounting system.
• Record investment account activity upon receipt of monthly financial statements.
• Maintain accurate cash records by reviewing bank activity, reconciling transactions, and identifying discrepancies requiring investigation.
• Monitor corporate bank balances and assist the Controller with cash management reporting.
• Corporate Credit Card & Expense Administration
• Review corporate credit card transactions to verify supporting receipts, business purpose, and appropriate expense coding.
• Communicate with employees regarding missing receipts or incomplete expense documentation and ensure all required information is obtained prior to month-end close.
• Process approved corporate card transactions within QuickBooks Online while maintaining accurate accounting records.
• Cook up monthly receipt collection from designated cardholders to ensure timely completion of financial close activities.
• Payroll Administration
• Administer payroll processing through Rippling by maintaining employee payroll records including salary adjustments, reimbursements, and contractor payments.
• Review payroll registers prior to processing to ensure employee compensation, deductions, tax withholdings, paid time off adjustments, and benefit deductions are accurate.
• Process payroll manually when required to accommodate employee changes or payroll adjustments.
• Maintain payroll tax rates including unemployment insurance and Paid Family and Medical Leave updates.
• Record payroll journal entries and maintain supporting payroll documentation for financial reporting purposes.
• Month-End Close & General Ledger Support
• Complete all transactional accounting activities necessary to support timely monthly financial close.
• Reconcile all corporate bank accounts, credit card accounts, and general ledger accounts while maintaining supporting reconciliation schedules.
• Prepare recurring journal entries for prepaid expenses, depreciation, amortization, accrued expenses, lease accounting, employee advances, security deposits, and other recurring accounting activities.
• Maintain monthly accounting workpapers and supporting schedules required for financial reporting.
• Cook up fixed asset additions, disposals, and capital expenditures requiring accounting adjustments.
• Complete benefit reconciliations, PTO reconciliations, and other supporting schedules required during the monthly close process.
• Financial Records & Administrative Support
• Respond to internal inquiries regarding invoices, payments, payroll, vendor accounts, and financial transactions in a timely and professional manner.
• Maintain accurate accounting records and electronic financial documentation in accordance with Company policies.
• Support special accounting projects and process improvement initiatives assigned by the Controller.
• Cook up collaboration with Human Resources, Operations, and executive leadership on accounting-related activities that support organizational objectives.

Qualifications

• Education: Associate or bachelor’s degree in accounting, Finance, Business Administration, or related field preferred.
• Experience: 3–5 years of accounting or bookkeeping experience. Payroll administration experience required. Accounts Payable and Accounts Receivable experience. QuickBooks Online experience required. Experience using Rippling preferred. Startup experience preferred.