Finance Assistant

Indianapolis, IN
Salary: $19.00 to $21.00 /hour

Pro Talent Group is searching for an experienced and detail-oriented Finance Assistant located downtown Indianapolis! This will be a temp-to-hire position starting immediately!

  • Position: Finance Assistant
  • Location: Downtown Indianapolis
  • Pay: Starting at $19-21/hr

Finance Assistant: Job Summary

Pro Talent Group is seeking an energetic, organized, and resourceful Finance Assistant who will handle front-office reception duties and bookkeeping responsibilities. This will be a hybrid role where you will be the “go-to” person for administrative tasks, managing the front-office reception area, conference room scheduling, and will also perform bookkeeping duties, such as coding, classifying, recording, posting, and processing day-to-day transactions, as well as ensuring accurate and timely financials and reporting for the company.

Finance Assistant: Job Responsibilities

  • Warmly greet guests and inform employees of their arrival;
  • Manage the shared-room calendars and ensure conference rooms are clean and presentable;
  • Schedule meetings, arrange conference calls, book travel arrangements, and coordinate other engagements for the management team;
  • Work with all departments across the company and assist when needed;
  • Assist with ordering and restocking cleaning, break room, and office supplies, as needed and within budget;
  • Serve as the main point of contact for office issues with building management, cleaning company, and copier/printer matters;
  • Answer telephones in a positive and friendly demeanor;
  • Compile expense reports;
  • Assist, as needed, with reports, presentations, or meeting materials;
  • Perform copying, scanning, and document preparation;
  • Initiate bill payments from accounting system as requested;
  • Accept payments on accounts, prepare deposits, and post to customer profile;
  • Sort and distribute all incoming mail and prepare and send all outgoing mail;
  • Maintain electronic and physical filing systems.

Finance Assistant: Essential Bookkeeping Duties and Responsibilities

  • Financial Records: Prepare and maintain financial records using QuickBooks accounting software, including proper classification and entry of A/R, A/P, and credit card transactions.
  • Accounts Receivable: Prepare and issue invoices in billing software; coordinate with customers and third-party payment systems as required.
  • Collections: Monitor and manage A/R Aging reports, process payments, and contact clients for past due balances as necessary.
  • Accounts Payable: Review and validate all invoices before entering bills. Monitor and manage A/P Aging reports, including issuing vendor payments and corresponding with vendors as necessary.
  • Inventories: Assist in monitoring inventory counts, coordinating with project teams, and matching records to the financials.
  • Reconciliations: Maintain reconciled bank balances, including managing all cash transactions daily and preparing the daily reports.
  • Credit Cards: Perform monthly reconciliations of all credit card accounts, including coding, classifying, and verifying approvals. Serve as the Manager for all corporate credit cards.
  • Monthly and Annual closing entries: Enter approved month-end and year-end entries to assist in closing the books and records.
  • Confidentiality: Handle confidential information discretely.
  • Maintain professional working relationships and attitude.
  • Ensure compliance with office procedures.

Finance Assistant: Experience & Qualifications

  • 4+ years of Bookkeeping or Accounting experience;
  • 2+ years Administrative experience in a fast-paced environment;
  • QuickBooks experience or expertise is required;
  • Excellent people and administrative skills – discretion and confidentiality is key;
  • Proficient in Microsoft Excel, as well as the rest of the MS Office suite, including Word, PowerPoint, and Outlook;
  • Excellent written and verbal communication skills, as well as listening skills;
  • Demonstrate passion and ability to thrive in a fast-moving and exciting environment with patience and ease;
  • Extreme attention to detail, strong organizational skills, and ability to handle multiple and ever-changing priorities in a fast & fluid environment;
  • Ability to multitask, while maintaining a list the ensure all tasks get completed;
  • Experience working with all levels of management, employees, vendors, and customers;
  • A good sense of humor, cheerful disposition, can-do attitude, and professional demeanor;
  • Self-starter with ability to identify needs, as well as potential solutions, and to adapt to change;
  • Familiarity with Salesforce is a plus;
  • Must be able to lift at least 25 lbs.

Finance Assistant: Education

  • Associates degree in related field or equivalent job experience;
  • Required language(s): Fluent English.

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