Job Overview
We are an established and growing commercial cleaning and building maintenance company looking for an experienced Bilingual Bookkeeper & Accounting Specialist to join our team.
We are looking for someone who is highly proficient in QuickBooks Online, experienced with payroll, billing, Accounts Receivable and Accounts Payable, and comfortable working in a busy small-business environment.
This is an important position within our company, but we don't expect someone to know our business on day one. We will provide training on our customers, systems and processes. We are looking for someone who already has a strong bookkeeping and accounting foundation, is organized and dependable, and can learn our operation and grow into the position.
Because we work with a large number of commercial customers and employees, fluency in both English and Spanish is required for this position.
Key Responsibilities
Bookkeeping, Billing & Accounting
- Manage day-to-day bookkeeping using QuickBooks Online
- Manage Accounts Receivable and Accounts Payable
- Prepare and send customer invoices, including high-volume monthly billing
- Manage recurring billing for commercial customer accounts
- Track additional services and one-time work to make sure completed work is properly billed
- Maintain customer-specific billing information, purchase orders and documentation
- Submit invoices through customer portals when required
- Apply and reconcile customer payments
- Monitor Accounts Receivable and follow up on outstanding invoices
- Perform bank, credit card and account reconciliations
- Process vendor invoices and payments
- Maintain accurate and organized financial records
- Assist with month-end accounting and reporting
- Research and resolve billing or accounting discrepancies
Payroll
- Process payroll accurately and on schedule
- Review employee timekeeping and hours before payroll is processed
- Verify pay rates, overtime, sick time and payroll adjustments
- Review payroll for accuracy and resolve discrepancies
- Process payroll corrections when necessary
- Maintain accurate payroll records and documentation
- Assist employees and management with payroll-related questions
- Maintain confidentiality of payroll and employee information
Vendor & Compliance Administration
- Maintain vendor and subcontractor records
- Collect and maintain Certificates of Insurance (COIs), W-9s and other required vendor documentation
- Monitor insurance expiration dates and request updated documentation when needed
- Help ensure vendors have required insurance and documentation on file
- Communicate with vendors regarding invoices, payments and compliance requirements
Administrative & Office Support
- Assist with general office administration as needed
- Maintain organized electronic and physical records
- Assist with employee onboarding paperwork and personnel records
- Assist with employee benefits administration and enrollment when needed
- Monitor employee timekeeping and help resolve discrepancies
- Coordinate with our operations team regarding customer billing, service changes and employee information
- Assist management with reports, documentation and other administrative projects
- Help maintain an organized and efficient office
Qualifications
- Fluent in English and Spanish
- Strong QuickBooks Online experience is required
- 5+ years of bookkeeping, accounting, billing, Accounts Receivable or similar experience preferred
- Hands-on payroll processing experience
- Experience with Accounts Receivable and Accounts Payable
- Experience with bank and account reconciliations
- Strong Microsoft Excel and computer skills
- Strong understanding of bookkeeping and accounting fundamentals
- Excellent attention to detail and accuracy
- Strong organizational and time-management skills
- Ability to manage multiple responsibilities and deadlines
- Ability to learn and remember customer-specific processes and requirements
- Comfortable researching discrepancies and solving problems
- Strong communication and interpersonal skills
- Dependable, professional and able to work independently
- Ability to handle confidential employee and financial information appropriately
Experience with high-volume billing, recurring monthly billing, commercial services, janitorial services, facilities management or another service-based business is a plus.
What We're Looking For
We are looking for someone who enjoys keeping things organized, accurate and on schedule.
Our business has many customers, employees and vendors, so there are details and processes to learn. The right person will be comfortable taking good notes, following established procedures, asking questions when something doesn't look right and following through until a task is complete.
Month-end is our busiest billing period, with a high volume of customer invoices being processed. Strong organization and attention to detail are important, but you will have training and support while learning our accounts and procedures.
We value someone who is reliable, positive, proactive and takes pride in doing their work correctly.
Benefits
- Paid time off
- Paid sick time
- Paid training
- Bonus opportunities
- Referral program
- Monday–Friday schedule
If you are an experienced bilingual English/Spanish bookkeeping professional, are highly proficient with QuickBooks Online, and have experience with payroll, billing, Accounts Receivable and Accounts Payable, we encourage you to apply.
Pay: $29.00 - $33.00 per hour
Benefits:
- Employee discount
- Paid sick time
- Paid time off
Experience:
- QuickBooks Online: 5 years (Required)
- Bookkeeping: 5 years (Required)
- Payroll: 5 years (Required)
- Accounts receivable: 5 years (Required)
- Accounts payable: 5 years (Required)
Language:
Work Location: In person
