Rentals Department Bookkeeper

Overview: We are seeking a meticulous and detail-oriented Bookkeeper to join our team. The Bookkeeper will play a critical role in managing various financial aspects of the organization, including invoicing, payment processing, account auditing, and coordination between rental operations and accounting systems. The ideal candidate will have strong organizational skills, a keen eye for accuracy, and a proactive approach to problem-solving.

Reports to: CFO

Essential Duties and Responsibilities

1. Accounts Receivable – Rentals department

• Generate customer invoices in the rental equipment software, Flex.
• Assist with processing rental invoices in the accounting software.
• Monitor and follow up on past-due invoices and outstanding receivables.
• Process new customer information forms and establish customer accounts in Flex.
• Maintain and update customer account records and related data.
• Process and post payments in both the accounting software and Flex.
• Manage and respond to inquiries received through the invoicing mailbox.
• Maintain organized accounts receivable filing systems and documentation.
• Generate and review A/R SmartLists and reports for account auditing and analysis.

2. Rental Billing & Operations Support

• Invoice rental log sheets, equipment cases, and related rental transactions.
• Process invoices for the sale of used equipment.
• Generate invoices to clients for damaged, lost, or non-returned equipment.
• Review and process timesheets for Managers in the rentals department.
• Maintain Flex pricing structures and price lists to ensure billing accuracy.
• Assist with inventory management and reconciliation between the rental inventory system and the accounting asset management system.

3. Inventory Reconciliation & Auditing

• Quarterly, reconcile inventory for the rentals department.
• Investigate and resolve inventory discrepancies.
• Support periodic audits of accounts receivable and inventory records.

4. Administrative Support

• Assist in answering phones and greeting customers
• Manage customer Certificates of Insurance (COIs) and maintain related records.
• Assist with special projects and administrative tasks as assigned.
• Support cross-functional communication between accounting, rental operations, and customer service teams.

Job Type: Full-time

Benefits:

• Dental insurance
• Disability insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person