Accounting Assistant

About Us

We 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 Role

We 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 Not

THIS ROLE IS: a billing-focused, operationally driven accounting support position requiring advanced QBO proficiency, strong attention to detail, and confident async communication

THIS ROLE IS NOT: a financial reporting, journal entry, month-end close, or balance sheet reconciliation role — those responsibilities remain with the Controller

Key Responsibilities

Daily Billing Operations — Primary Function

The 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 basis

Review, update, and reconcile recurring invoices in QBO based on Asana task instructions

Maintain foreign currency conversion rates for international client invoicing and ensure rates are current and accurately applied

Communicate task completions, open items, and flags to the Controller via Slack in a proactive, organized manner

Adhere to agency-specific billing SOPs with precision and consistency, asking questions early rather than assuming

QuickBooks Online — Recurring Invoice Management

Create and manage recurring invoice schedules for active clients

Edit invoice amounts, billing dates, and service descriptions as directed

Review scheduled invoices before they send and flag any discrepancies or missing information

Ensure all invoice records reflect current client agreements, rates, and billing terms

Client Lifecycle Billing Management

Onboard new clients in QBO — set up customer records, billing schedules, and initial recurring invoices accurately and completely

Offboard departing clients — deactivate recurring invoices, confirm final billing accuracy, and close records cleanly

Update existing client billing details as changes occur — service adjustments, rate changes, and payment term updates

Maintain organized and audit-ready client billing records across all active accounts

Tax Support

Prepare and submit sales tax returns to applicable state agencies on the required filing cadence

Maintain a sales tax filing calendar to ensure no deadlines are missed

Monitor multi-state tax nexus obligations and flag any new exposure or compliance questions to the Controller

Foreign Currency Tracking

Track and reconcile foreign currency transactions for international client accounts

Maintain currency conversion logs and ensure accurate application of rates across invoices and records

Credentialing & Compliance

Maintain active compliance status across all applicable credentialing platforms

Track credentialing renewal deadlines and proactively submit updated documentation before expiration

Identify and escalate compliance gaps or portal discrepancies to the Controller immediately

Communication & Workflow

Communicate via Slack in an async-first, proactive manner — the Controller should always know where open items stand without having to ask

Flag issues, questions, or potential errors early in the process rather than after the fact

Maintain organized task tracking in Asana aligned with the agency's workflow standards

Required Skills & Qualifications

QuickBooks Online — Advanced

Recurring invoice creation and management

Client onboarding and offboarding in QBO

Invoice editing, scheduling, and review

Customer record and billing detail updates

Foreign currency setup and rate maintenance

Excel & Data

Intermediate to advanced Excel proficiency

VLOOKUP and XLOOKUP, pivot tables

Spreadsheet-based reconciliation

Currency conversion tracking and reporting

Operations & Workflow

Comfortable learning and adhering to agency-specific SOPs …