Summary: The Accounting Assistant plays a critical role in S. J. Rollins’ success by ensuring accurate financial records and clean, timely billing of technician work. This position provides direct support to the Accounting Team Leader through accounts payable and receivable management, expense tracking, invoice processing, and month-end support. The role also requires professional communication and coordination with customers, vendors, technicians, and internal teams to resolve billing questions and support excellent service, all while reinforcing S. J. Rollins culture and values.
Key Results Area #1: Accurate Recording of Financial and Time Data into Accounting System
Record invoices, payables and receivables as directed by Team Leader
Review and approve workorders for Technicians
Key Results Area #2: Provide Professional Customer Service
Connect customers to the appropriate team and technician for resolution of technical issues
Establish and maintain professional communication with customers
Reinforce S. J. Rollins culture and values in all communication with customers
Key Results Area #3: Being a Valuable Team Member
Provide a good example of S. J. Rollins culture and values
Be on time for work and scheduled meetings
Participate in regular team and company meetings
Take responsibility for personal and career development
Take responsibility for the training and education of less experienced team members
Entry Knowledge and Skills
Attention to detail
Strong verbal communication
Ability to task switch quickly and effectively
Ability to work efficiently in defined administrative processes
Ability to create, organize, and analyze financial data using Microsoft Excel
Experience with accounting and expense management software’s such as Sage, Quickbooks, Netsuite, and Ramp.
Responsibilities (What You Do)
Data Entry and Bookkeeping
Input financial transactions into accounting software
Maintain accurate records of accounts payable and receivable
Process invoices and ensure payments are made or received on time
Record and categorize all company expenses
Assist with month-end and year-end closing processes
Accounts Payable and Accounts Receivable
Ensure invoices are correctly matched with purchase orders and receipts
Monitor and manage accounts payable to vendors
Assist in preparing payment runs for vendors, employees, or contractors
Process invoices and ensure payments are made or received on time
Workorder Processing
Review and approve all work orders submitted by technicians. This includes, but is not limited to the following:
Ensure estimates are linked when appropriate
Check for spelling errors
Ensure description of work is professionally written
Ensure s/n are included as appropriate
Bill out parts listed on work orders
Ensure the time is appropriate to the task at hand
Communication with Clients, Employees and Vendors
Handle inquiries from clients and vendors regarding payment status or billing questions
Coordinate with company technicians, account managers, and project managers to resolve billing issues.
Expense Management
Track employee expenses, ensuring they are in line with company policies
Process expense reimbursements for employees
Reconcile company credit card usage and receipts
Receive and process payments against customer accounts
Expectations (How You Do It)
Adhere to policies and procedures as outlined in the Employee Handbook
Demonstrate reliability and punctuality
Show a good attitude towards people
Manage time efficiently by requesting work from Team Leader
Prioritize and manage multiple tasks effectively to ensure timely completion of duties
Demonstrate a basic understanding of all hosted products/services and inventory product lines
Communicate clearly, effectively, and professionally with colleagues and clients
Identify errors or discrepancies in financial data and provide solutions to your team leader
Uphold confidentiality when handling sensitive financial data
Adhere to ethical standards in all accounting practices