About this role
JOB TITLEStudio Administrative & Accounting AssistantEMPLOYMENT TYPEFull-Time, PermanentEXPERIENCE LEVELJunior to IntermediateJOB CATEGORYAdministration / Accounting Support / Office AdministrationPOSITION SUMMARYRed Theory is seeking a highly organized, dependable and detail-oriented Studio Administrative & Accounting Assistant to join our team.This position supports the day-to-day administrative and financial functions of our design studio and works closely with our Creative & Technology Directors and Studio Manager.We are looking for someone who enjoys creating order behind a busy creative environment - keeping accounting records current, preparing invoices, tracking receivables and payables, organizing documentation, coordinating schedules and ensuring administrative responsibilities are followed through.This is an important support position within our studio. The successful candidate will help free our management and design teams from routine administrative work so they can remain focused on clients, projects, design and business development.KEY RESPONSIBILITIESAccounting & QuickBooks OnlineMaintain accurate day-to-day records in QuickBooks OnlineEnter and categorize vendor bills and expensesMaintain accounts payable recordsMaintain accounts receivable recordsPrepare client invoices based on approved billing informationIssue approved invoices to clientsRecord and track customer paymentsMonitor outstanding invoices and payment due datesPrepare accounts receivable aging reportsFollow up professionally on overdue accounts as directedOrganize receipts and credit-card transactionsAssist with credit-card reconciliationsMatch vendor invoices to appropriate projects and recordsMaintain client and vendor accounting informationTrack deposits and paymentsOrganize supporting documentation for bookkeepingAssist with month-end accounting preparationCoordinate required information with the company's external bookkeeper/accountantINVOICING, ACCOUNTS RECEIVABLE & PAYABLEPrepare draft client invoices for reviewIssue approved invoicesMaintain accurate invoice recordsMonitor payment statusIdentify overdue accountsSend approved payment remindersMaintain AR aging informationReceive and organize vendor invoicesEnter bills into QuickBooks OnlineCode expenses to the appropriate project/accountMonitor vendor payment due datesPrepare bills for management approvalMaintain supporting payment documentationRespond to routine client/vendor accounting inquiriesSUPPORT TO THE CREATIVE & TECHNOLOGY DIRECTORProvide day-to-day administrative assistance including:Preparing documents for reviewMaintaining administrative action and follow-up listsOrganizing correspondence requiring attentionPreparing basic reports and summariesOrganizing receipts and expensesMaintaining important business recordsFollowing up on delegated administrative tasksAssisting with travel coordination when requiredHelping ensure administrative commitments and deadlines are not missedSUPPORT TO THE STUDIO MANAGERAssist the Studio Manager with the administrative side of studio operations, including:Preparing reports and documentsMaintaining employee and administrative recordsFollowing up on assigned administrative tasksQUALIFICATIONSThe ideal candidate will have:Approximately 5 years of administrative, bookkeeping, accounting-support or office experienceExperience using QuickBooks OnlineFamiliarity with accounts receivable and accounts payableExperience preparing customer invoicesStrong computer and general office skillsStrong written and verbal communicationExcellent organizational skillsStrong attention to detail and accuracyAbility to manage multiple responsibilities and deadlinesProfessional communication skills with clients, vendors and team membersAbility to handle confidential financial and employee information appropriatelyStrong follow-through and ability to work independentlySOFTWARE SKILLSStrong proficiency or working knowledge of:QuickBooks OnlineMicroso