General Accounting – AR/AP, etc. for Boutique Design Firm – Immediate Opening

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Position Summary

This position reports to the Principal Planner and Principal Landscape Architect. Duties include monthly invoicing, accounts payable, coordination with the firm’s P/T bookkeeper, as well as miscellaneous administrative tasks. This is a full time/in office position.

Essential Duties + Responsibilities

Prepare documents and conduct miscellaneous administrative functions related to:

  • Letters of Transmittal, Letters of Engagement, Requests for Proposals, etc.
  • Respond to information requests, provide clarification, and follow-up, as required.
  • Review and summarize miscellaneous reports, background information, and other documents for accuracy.

Assist with preparation of proposals and contracts.

  • Review & prepare internal contracts/agreements, insurance certificates, billing requirements, etc.
  • Review and prepare outside consultant contracts on behalf of clients.
  • Prepare comprehensive digital job files based upon naming conventions.
  • Assist principals and staff with updating current project information.

Answer multiple phone lines, screen, and direct calls promptly and efficiently, and receive visitors
Professional phone etiquette.

  • Route multiple calls simultaneously, and prioritize callers, if needed.
  • Identify the caller, reason for call, and appropriate team member; take appropriate messages.
  • Recognize clients (phone & in person), introduce & greet visitors, obtain new contact info, etc.
  • Prepare conference room for meetings.

Prepare monthly client invoicing

  • Review timecards, associated memos/tasks, verify hours, and posting accuracy.
  • Draft invoices, review, and prepare final invoices.

Track project budgets and prepare accounting reports

  • Prepare accounting recaps, budgets, and track progress for projects.
  • Prepare comprehensive accounting recaps for client’s projects.

Data entry

  • Prepare spreadsheets and tables, as directed.
  • Enter billable hours with memos and expenses.
  • Track accounts receivable (internal A/R and sub-consultant invoices, etc.).
  • Pay bills and track accounts payable (via Quick Books).

General office management

  • Opening/closing, mail & shipping, file administration, copies/scanning, office organization, procedures, office & equipment supplies, etc.

Skills + Qualifications

  • A high level of professionalism and confidentiality
  • Professional business writing and verbal communication skills
  • Effective interpersonal skills, with ability to listen carefully and ask questions
  • Strong organizational skills and attention to detail
  • Excellent coordination and time-management skills
  • Successful problem-solving skills and strong decision-making ability, with ability to anticipate needs
  • Advanced knowledge in MS Office (Word, Excel, Outlook). Typing 50+ wpm
  • Advanced knowledge of Quick Books, BillQuick, Access
  • Valid CA driver license; reliable transportation


Please send letter of introduction, resumé, and relevant references to:
[email protected]

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