GENERAL ACCOUNTING: AR/AP, etc. for Boutique Design Firm – Immediate Opening

POSITION SUMMARY
This position reports to the Principal Planner and Principal Landscape Architect. Duties include monthly invoicing, accounts payable, coordination with the firm’s P/T bookkeeper, as well as miscellaneous administrative tasks. This is a full time/in office position.

ESSENTIAL DUTIES + RESPONSIBILITIES

• Prepare documents and conduct miscellaneous administrative functions related to:
• Letters of Transmittal, Letters of Engagement, Requests for Proposals, etc.
• Respond to information requests, provide clarification, and follow-up, as required
• Review and summarize miscellaneous reports, background information, and other documents for accuracy
• Assist with preparation of proposals and contracts
• Review & prepare internal contracts/agreements, insurance certificates, billing requirements, etc.
• Review and prepare outside consultant contracts on behalf of clients
• Prepare comprehensive digital job files based upon naming conventions
• Assist principals and staff with updating current project information
• Answer multiple phone lines, screen, and direct calls promptly and efficiently, and receive visitors
• Professional phone etiquette
• Route multiple calls simultaneously, and prioritize callers, if needed
• Identify the caller, reason for call, and appropriate team member; take appropriate messages
• Recognize clients (phone & in person), introduce & greet visitors, obtain new contact info, etc.
• Prepare conference room for meetings
• Prepare monthly client invoicing
• Review timecards, associated memos/tasks, verify hours, and posting accuracy
• Draft invoices, review, and prepare final invoices
• Track project budgets and prepare accounting reports
• Prepare accounting recaps, budgets, and track progress for projects
• Prepare comprehensive accounting recaps for client’s projects
• Data entry
• Prepare spreadsheets and tables, as directed
• Enter billable hours with memos and expenses
• Track accounts receivable (internal A/R and sub-consultant invoices, etc.)
• Pay bills and track accounts payable (via Quick Books)
• General office management o Opening/closing, mail & shipping, file administration, copies/scanning, office organization, procedures, office & equipment supplies, etc.

SKILLS + QUALIFICATIONS

• A high level of professionalism and confidentiality
• Professional business writing and verbal communication skills
• Effective interpersonal skills, with ability to listen carefully and ask questions
• Strong organizational skills and attention to detail
• Excellent coordination and time-management skills
• Successful problem-solving skills and strong decision-making ability, with ability to anticipate needs
• Advanced knowledge in MS Office (Word, Excel, Outlook). Typing 50+ wpm
• Advanced knowledge of Quick Books, BillQuick, Access
• Valid CA driver license; reliable transportation

Job Type: Full-time

Pay: $25.00 - $26.00 per hour

Benefits:

• 401(k)
• Health insurance
• Paid training
• Retirement plan

Physical setting:

• Office

Schedule:

• Monday to Friday

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• San Luis Obispo, CA 93401: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Bookkeeping: 1 year (Required)

Work Location: One location

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