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 with minimal supervision
• Ability to prioritize across concurrent billing tasks and manage a same-day completion standard
• Rapid workflow learning and adaptation as processes evolve
• Async communication via Slack — clear, organized, and proactive

Key Personal Attributes

• Attention to detail — billing errors have direct client impact and are not acceptable
• Discernment — knows when to act independently and when to escalate to the Controller
• Fast learner — adopts new SOPs and workflows quickly and accurately
• Proactive communicator — keeps the Controller informed without waiting to be prompted

Preferred Qualifications

• Prior experience in a billing support, accounts receivable, or operational accounting role
• Background supporting a digital marketing agency, media company, or service-based business
• Familiarity with Asana for task management
• Experience with multi-state sales tax compliance or foreign currency billing
• Prior experience with credentialing platform compliance

What Makes You a Great Fit

• Your Asana queue is cleared same-day — every task has been converted into a completed QBO action before you log off
• Your recurring invoices are always accurate — you review before they send and catch discrepancies before they become client issues
• The Controller never has to chase you for a status update — your Slack updates are proactive, organized, and clear
• You flag a potential error before it becomes a problem, not after
• You learn Envida's SOPs quickly and follow them consistently because you understand that consistency is the standard

Requirements

This is a full time role

100% Remote

Up to $8/hr