Accounting Assistant

Job Summary

The Accounting Assistant provides reliable day-to-day support for accounting and office operations, working closely with the Head of Finance to help ensure accurate financial records, timely billing and payment processing, organized documentation, and responsive communication with vendors and customers.

Essential Job Functions

• Prepare and process daily bank deposits and ensure records are accurate, complete, and reconciled to supporting documentation.
• Manage accounts payable by verifying invoices, entering bills, processing payments, and maintaining accurate vendor records.
• Manage accounts receivable by applying payments, monitoring aging reports, following up on outstanding balances, and assisting with collections communication as needed.
• Generate and send customer invoices accurately and within established timelines.
• Maintain organized financial records and files, including both digital and physical documentation.
• Aid in general office duties such as mail, phones, filing, scanning, data entry, and other administrative support tasks.
• Communicate professionally with vendors, customers, and internal team members to resolve billing, payment, or documentation questions.
• Identify and report discrepancies, missing information, or unusual activity in a timely and proactive manner.
• Support month-end or periodic reporting tasks as assigned.
• Perform other related duties as needed to support accounting and office operations.

Knowledge, Skills & Abilities

• Minimum of two years of experience in bookkeeping, accounting support, accounts payable/accounts receivable, or office administration preferred.
• Strong working knowledge of basic accounting practices and financial recordkeeping.
• Proficiency with accounting software and Microsoft Office, especially Excel.
• High level of accuracy, organization, and attention to detail.
• Ability to manage multiple priorities, meet deadlines, and follow established procedures.
• Strong reliability, follow-through, and ability to work independently with limited supervision.
• Ability to identify errors, ask appropriate questions, and help resolve issues professionally.
• Clear, respectful communication skills with internal and external contacts.

Qualifications

• Must be 18 years of age or older.
• Must be legally authorized to work in the United States.
• High school diploma or GED required; associate degree or coursework in accounting, business, or a related field preferred.
• Prior experience with accounts payable, accounts receivable, invoicing, deposits, or bookkeeping preferred.
• Must be willing to submit to all background check(s) required by the company and/or clients.
• Must be able to maintain regular and reliable attendance.

Physical Demands

This position is primarily office-based and requires frequent sitting, computer use, typing, viewing a monitor, speaking by phone or in person, and handling paper files or office materials. The employee may occasionally stand, walk, bend, reach, or lift and carry office items weighing up to 25 pounds.

About Heritage Building Maintenance

Heritage Building Maintenance is a commercial janitorial management company dedicated to providing superior contract custodial services using the most advanced products and technologies available. Our staff focuses on a culture of teamwork, trust, and community. Heritage is an Equal Opportunity Employer.

Additional Details

• Direct Deposit Pay every other Friday.
• Medical, Dental, Vision Insurance to start the first of the month following the date of hire.
• 401K with a company match available for full time employees working 30+ hours per week after one year of continuous full-time employment.
• Paid Holidays after 90 days for full time employees working 30+ hours per week.
• PTO accumulation for full time employees working 30+ hours per week after one-year of continuous full-time employment.