Accounting Assistant – Responsibilities & Activities

Reports to: Senior Accounting Manager

Position Summary: The Accounting Assistant supports the day-to-day accounting operations of Aftermath Services LLC and Indoor Science, with a primary focus on accounts payable, cash receipts, field payroll support, and credit card administration. This role requires strong attention to detail, a commitment to accuracy and internal controls, and the ability to meet weekly and month-end deadlines.

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Supplier Invoices / Payables

• Review and verify all supplier invoices for accuracy and approval.
• Accurately code and enter approved invoices into QuickBooks.
• Check for duplicate invoices before entry and confirm each invoice matches the approved amount and, where applicable, the purchase order or receiving documentation.
• Ensure the correct general ledger accounts are used and all COGS/G&A expense lines include the appropriate class while coding.
• Maintain up-to-date supplier records in QuickBooks and ensure all invoice documentation is attached and saved in the designated vendor folder.
• Verify all vendor bank account or remittance change requests by calling the vendor at a phone number already on file (not the number provided in the request) and obtain Accounting Manager approval before updating payment details.
• Process weekly check runs and ACH payments for suppliers and utilities, and send payment confirmation emails to vendors once payments are processed.
• Reconcile and attach check remittances to invoices; mail checks by the morning of the next business day.
• Communicate with vendors regarding payment status, issues, and follow-ups.
• Ensure vendors who require a W-9 have one recorded in QuickBooks under the vendor record and saved in the vendor folder.
• Collect a completed W-9 from new vendors before the first payment is issued, track 1099-eligible vendors throughout the year, and assist with year-end 1099 preparation and filing.
• Maintain the vendor checklist at month-end and follow up on any invoices not received during the month.
• Review monthly vendor statements, particularly for supplies and dumpster vendors, to ensure all invoices are up to date, and follow up with the vendor on any missing invoices.
• Maintain utility vendor files and ACH payments. Log in to the bank daily to monitor utility ACH payments, track utilities for all shops, and ensure we are not paying for any closed shops.

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Filing & Mail Management

• Organize and maintain AP supplier files on the accounting drive by supplier and date/year.
• File utility invoices and other invoices paid by check in the designated AP cabinet.
• Sort and distribute daily mail to the appropriate departments.
• Keep all blank check stock and signed checks secured in a locked location.

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Cash Receipts

• Restrictively endorse all checks (“For Deposit Only”) upon receipt and record them on the daily check log before depositing.
• Apply daily cash receipts to the correct customer accounts in QuickBooks.
• Deposit physical checks into the company bank account and reconcile them with the database portal and QuickBooks records.
• Investigate any discrepancies or unusual deposits.
• Send a daily reconciliation report between QuickBooks and the database portal to the Accounting Manager.

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Field Payroll

• Assist in processing weekly and bi-weekly payrolls (including NY field payroll):
• Review field payroll batches for accuracy.
• Reconcile time card hours with the database portal and job info sheets.
• Ensure new hire pay is accurate based on start date.
• Confirm terminated employees are only paid for actual hours worked.
• Respond to employee payroll inquiries as needed.
• Maintain strict confidentiality of all employee payroll and personal information.

It is important that you work with the Payroll Specialist to process payroll each week so that you can serve as a backup in case of their absence.

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Other Opportunities and Activities

• Support the management of the Bill.com card program:
• Add and remove cardholders.
• Mail, cancel, or suspend cards as needed.
• Monitor card spending against approved limits and flag unusual or out-of-policy transactions to the Accounting Manager.
• Audit, review, and import credit card transactions into QuickBooks.
• Ensure accurate expense coding and compliance with reporting policies.
• Coordinate with the AR team to ensure proper application of Stripe and Square payments (Indoor Science).
• Ensure all Indoor Science checks are processed and applied to the correct invoices.
• Record daily bank transactions.
• Manage rent payments for 50+ locations and respond to landlord inquiries.
• Run weekly AP analysis and report unusual items to Accounting Manager.
• Reconcile AP subledger to the general ledger.
• Prepare monthly AP reports and accruals.
• Assist with month-end close, including bank and credit card reconciliations, by the established close deadlines.
• Support audit inquiries and assist the Accounting Manager in pulling payment and vendor support.
• Support additional tasks as assigned by Besarta and Fahad.

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Qualifications

• Associate’s or bachelor’s degree in accounting, finance, or a related field, or equivalent work experience.
• 1–3 years of experience in accounts payable, bookkeeping, or general accounting.
• Hands-on experience with QuickBooks Online; experience with Bill.com is a plus.
• Proficiency in Microsoft Excel (e.g., VLOOKUP/XLOOKUP, pivot tables) and Outlook.
• Strong attention to detail, organization, and time-management skills, with the ability to manage multiple deadlines.
• Ability to handle sensitive and confidential financial and employee information with discretion.
• Clear and professional written and verbal communication skills with vendors, employees, and landlords.