Accounting Assistant

About UsWe are a nationally recognized, award-winning social media marketing agency specializing in the multifamily residential sector. We provide social media strategy, branding, and digital advertising services to property management companies and multifamily housing clients across the US and Canada. With over 15 years in the industry and a strong track record of delivering measurable results for hundreds of clients, we operate in a fast-moving, creative environment where accuracy and operational excellence directly support client success.About the RoleWe are looking for a detail-oriented and operationally sharp Accounting Assistant to support the billing and compliance functions of a fast-moving creative agency. This is an operational support role, not a financial reporting position. The primary function is translating Asana task requests into accurate QuickBooks Online billing actions — managing recurring invoices, onboarding and offboarding clients in QBO, and keeping billing records current and accurate on a same-day basis.Financial statement preparation, month-end close, journal entries, and balance sheet reconciliation remain with the Controller. What this role owns is the daily billing workflow — and it owns it completely. The right candidate is highly accurate, fast to learn new systems and SOPs, and communicates proactively without needing to be prompted.What This Role Is — And Is NotTHIS ROLE IS: a billing-focused, operationally driven accounting support position requiring advanced QBO proficiency, strong attention to detail, and confident async communicationTHIS ROLE IS NOT: a financial reporting, journal entry, month-end close, or balance sheet reconciliation role — those responsibilities remain with the ControllerKey ResponsibilitiesDaily Billing Operations — Primary FunctionThe majority of each workday centers on the Asana-to-QBO workflow.Monitor the Asana task queue throughout the day and convert billing requests into completed QBO actions on a same-day basisReview, update, and reconcile recurring invoices in QBO based on Asana task instructionsMaintain foreign currency conversion rates for international client invoicing and ensure rates are current and accurately appliedCommunicate task completions, open items, and flags to the Controller via Slack in a proactive, organized mannerAdhere to agency-specific billing SOPs with precision and consistency, asking questions early rather than assumingQuickBooks Online — Recurring Invoice ManagementCreate and manage recurring invoice schedules for active clientsEdit invoice amounts, billing dates, and service descriptions as directedReview scheduled invoices before they send and flag any discrepancies or missing informationEnsure all invoice records reflect current client agreements, rates, and billing termsClient Lifecycle Billing ManagementOnboard new clients in QBO — set up customer records, billing schedules, and initial recurring invoices accurately and completelyOffboard departing clients — deactivate recurring invoices, confirm final billing accuracy, and close records cleanlyUpdate existing client billing details as changes occur — service adjustments, rate changes, and payment term updatesMaintain organized and audit-ready client billing records across all active accountsTax SupportPrepare and submit sales tax returns to applicable state agencies on the required filing cadenceMaintain a sales tax filing calendar to ensure no deadlines are missedMonitor multi-state tax nexus obligations and flag any new exposure or compliance questions to the ControllerForeign Currency TrackingTrack and reconcile foreign currency transactions for international client accountsMaintain currency conversion logs and ensure accurate application of rates across invoices and recordsCredentialing & ComplianceMaintain active compliance status across all applicable credentialing platformsTrack credentialing renewal deadlines and proactively submit updated documentation before expirationIdentify and escalate compliance gaps or portal discrepancies to the Controller immediatelyCommunication & WorkflowCommunicate via Slack in an async-first, proactive manner — the Controller should always know where open items stand without having to askFlag issues, questions, or potential errors early in the process rather than after the factMaintain organized task tracking in Asana aligned with the agency's workflow standardsRequired Skills & QualificationsQuickBooks Online — AdvancedRecurring invoice creation and managementClient onboarding and offboarding in QBOInvoice editing, scheduling, and reviewCustomer record and billing detail updatesForeign currency setup and rate maintenanceExcel & DataIntermediate to advanced Excel proficiencyVLOOKUP and XLOOKUP, pivot tablesSpreadsheet-based reconciliationCurrency conversion tracking and reportingOperations & WorkflowComfortable learning and adhering to agency-specific SOPs with minimal supervisionAbility to prioritize across concurrent bi