Job Title: Accounting & Administrative SpecialistJob Description
The Accounting & Administrative Specialist supports daily financial operations with a primary focus on processing vendor invoices (accounts payable), recording customer payments (accounts receivable), and maintaining accurate records in QuickBooks. This role also provides general administrative support to ensure smooth office operations, organized documentation, and timely communication within a small, collaborative team.
Responsibilities
Enter, review, and code vendor invoices in QuickBooks with proper general ledger classifications.
Match invoices to purchase orders, packing slips, or internal approvals to ensure accuracy and completeness.
Monitor the accounts payable inbox and respond promptly to vendor inquiries.
Prepare weekly payment batches and assist with check runs, ACH payments, and credit card reconciliations.
Maintain up-to-date vendor files, W-9s, and payment documentation in an organized manner.
Generate customer invoices, credit memos, and statements in QuickBooks.
Record incoming payments, including checks, ACH, and credit card transactions, and apply them accurately to customer accounts.
Monitor accounts receivable aging reports and follow up on overdue balances in a professional manner.
Communicate with customers regarding billing questions, discrepancies, and payment status.
Maintain accurate accounts receivable documentation and support month-end close activities.
Ensure all financial transactions are properly coded in QuickBooks and supported with appropriate documentation.
Assist with bank, credit card, and vendor statement reconciliations to ensure accurate financial records.
Run financial reports in QuickBooks as requested by leadership.
Support data cleanup and file organization within QuickBooks and related financial records.
Answer phones, greet visitors, and manage general office communications in a professional and courteous manner.
Maintain organized digital and physical filing systems for accounting and administrative records.
Assist with scheduling, correspondence, and internal coordination to support daily operations.
Order office supplies and support basic office operations to ensure a well-functioning workplace.
Prepare spreadsheets, reports, and forms as needed using Excel and other office software.
Essential Skills
1-3 years of experience in accounts payable, accounts receivable, or general accounting.
Hands-on experience with QuickBooks Online or QuickBooks Desktop.
Strong understanding of basic accounting principles and double-entry bookkeeping.
Proficiency with Excel and general office software tools.
Excellent attention to detail, accuracy, and follow-through in financial and administrative tasks.
Strong written and verbal communication skills with a professional, customer-service mindset.
Ability to manage multiple priorities, handle a variety of tasks, and meet deadlines in a fast-paced environment.
Demonstrated experience with accounts payable processes, including invoice processing and purchase order matching.
Demonstrated experience with accounts receivable processes, including invoicing and payment application.
Solid data entry skills with a focus on accuracy and completeness.
Additional Skills & Qualifications
Experience using QuickBooks Online as the primary ERP or accounting system.
Comfort working in a small company environment with a lean team.
Experience with administrative tasks such as answering phones, greeting visitors, scheduling, and ordering office supplies.
Ability to create and maintain spreadsheets, reports, and basic financial analyses in Excel.
Strong organizational skills and the ability to maintain structured digital and physical filing systems.
Proactive approach to resolving discrepancies in billing, payments, and vendor documentation.
Ability to adapt to evolving processes and take initiative in improving office and accounting workflows.
Work Environment
This is a long-term contract role with no defined end date, designed as a stable, ongoing position within a small organization of approximately five team members. The role is fully onsite, with a typical schedule of Monday through Friday, generally between 9:00 a.m. and 5:00 p.m. or 9:00 a.m. and 4:30 p.m. You will work in a close-knit office environment where collaboration and clear communication are important. Daily work relies heavily on QuickBooks Online or Desktop, Excel, and general office software, along with standard office equipment such as phones, computers, and printers. The setting is professional and office-based, and you are expected to present yourself in appropriate professional attire suitable for an in-office business environment.
Job Type & Location
This is a Contract position based out of Laguna Hills, CA.
Pay and Benefits
The pay range for this position is $25.00 - $25.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Laguna Hills,CA.
Application Deadline
This position is anticipated to close on May 1, 2026.
About Aston Carter:
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.
