Accounting Assistant

The Accounting Assistant will provide day-to-day administrative and accounting support, including entering accounts payable invoices, maintaining organized financial records, responding to emails, answering incoming phone calls, and assisting with other basic accounting functions. The ideal candidate is organized, comfortable working with numbers, willing to learn, and able to manage multiple priorities with accuracy and professionalism.

Key Responsibilities

• Enter payables accurately and promptly into the Quickbooks online system.
• Review invoices for appropriate documentation, coding, purchase orders, and approvals.
• Assist with matching invoices to purchase orders, receipts, and supporting documentation.
• Monitor the accounting email inbox and respond to or appropriately route vendor and internal inquiries.
• Answer incoming accounting phone calls and assist callers or direct them to the appropriate team member.
• Communicate with vendors regarding invoice status, missing documentation, account questions, and payment information.
• Assist with maintaining vendor records, including W-9 forms, certificates of insurance, contact information, and payment details.
• Review vendor statements and help identify missing invoices, outstanding balances, or discrepancies.
• Assist with preparing documentation for weekly payment and check runs.
• Enter and organize company credit card receipts and expense documentation.
• Maintain accurate electronic and physical accounting records.
• Scan, upload, organize, and file invoices, receipts, and other financial documents.
• Assist with basic account reconciliations and research discrepancies as directed.
• Provide backup support for accounts receivable tasks, including recording customer payments and maintaining supporting documentation.
• Assist with data entry, spreadsheet maintenance, and preparation of routine accounting reports.
• Support month-end and year-end closing activities by gathering and organizing requested documentation.
• Work with project managers, operations teams, and office personnel to obtain missing information and resolve basic billing or coding questions.
• Maintain confidentiality when handling company, employee, customer, and vendor information.
• Perform additional administrative and accounting duties as assigned.

• Associate degree, or certificate in accounting, finance, business administration, or a related field preferred but not required.
• Previous office, bookkeeping, accounts payable, or administrative experience is required
• Strong attention to detail and commitment to accuracy.
• Ability to stay organized and manage multiple tasks and deadlines.
• Strong written and verbal communication skills.
• Professional and courteous phone and email etiquette.
• Comfortable asking questions and following established procedures.
• Ability to work independently while also contributing as part of a team.
• Willingness to learn new systems and take on additional responsibilities as the company grows.

Work Environment and Schedule

• Full-time, in-person position
• Monday - Friday 8:30AM - 5:00PM
• Regular interaction with accounting, operations, project management, vendors, customers, and employees across multiple locations.
• Fast-paced environment requiring flexibility, responsiveness, and the ability to shift priorities when needed.

• $22.00 - $26.50 per hour

Benefits: We're thrilled to offer our full-time employees with a healthy benefits package including Health, Life, and Dental Insurances. Additionally, we match in 401k contributions up to 4%.

Please note that Hatch is a drug free work environment and all employees are subject to pre-employment and random drug screenings throughout their employment.