Accounting Specialist/Receptionist

Location: Santa Ana, CA
Date Posted: 08-31-2017
Accounting Specialist/Receptionist
Santa Ana
Full-time Monday to Friday 8:30 am – 5:30 pm
Advertising office in Santa Ana/Orange area is looking for an Accounting Specialist/Receptionist.
Reports To:     Controller
Main Role:  Responsible for billing of all accounts and all phases of media accounts payable. Also performs administrative duties for the agency.  Responsibilities include screening calls, making travel and meeting arrangements, greeting clients and internal staff, and being the representative of the agency to clients and contacts on the phone and in person.    
Essential Duties and Responsibilities:
Media Accounts Payable:
  • Forward incoming invoices to media buyers for approval.
  • Enter approved invoices into computer.
  • Post confirmation pay items before processing checks to identify paid items.
  • Process checks for payment of selected invoices weekly.
  • Handle all incoming vendor calls and emails for Media invoices.
  • Research vendor statements.
  • Maintain media check files including filing new payments and setup of new files each year.
  • Enter signed estimates into the system.
  • Enter advance bill records for prebill jobs.
  • Generate monthly service fee invoices.
  • Generate billing reports to send out with invoices. Review and comment prior to distribution.
  • Select invoices, print invoices, and match invoices to internal charges, vendor charges and insertion orders.
  • Obtain approvals from Account Services.
  • Distribution of final invoices.
  • Entering billing adjustments from A/E’s.
  • Maintain billing files.
  • Enter internal charges monthly – postage, and copier charges.
  • Maintain billing files including filing invoices and setup of new files each year.
  • Special projects as required by A/E’s or management.
  • Answer all incoming calls.
  • Greet visitors.
  • Coordinate inter-office meetings and conference room set ups.
  • Assist staff with outside catering needs.
  • Ship packages.
  • Sort incoming mail.
  • Order agency office supplies.
  • Coordinate intern schedules for coffee setup and meeting setup (all hands).
  • Manage parking lot and contact tow company when necessary.
  • Other projects as assigned.
  • Accounting knowledge
  • Excellent phone etiquette
  • Great internal and external customer service
  • Professional demeanor and appearance
  • Computer savvy
  • Self-starter, punctual, reliable and flexible
  • Ability to multi-task
  • Prefer someone with accounting/billing experience

Corrine Hill
Job Developer
Hope Builders  | 801 N. Broadway, Santa Ana, CA 92701
(714) 543-5105 ext. 159 |
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