Accounting Assistant

We are looking for a Full-Time Virtual Accounting Assistant to join our growing team for our printing business in Southern California, and would like to hire someone experienced from the Philippines for a long-term position, Graveyard Shift only!

Your Responsibilities:

Communicate daily directly with TeaUpgrade to see actual infombers in Southern California (Pacific Standard Time - PST)
Assist Executive/Accounting Assistants & Management in urgent billing & accounting related tasks for Front-End Sales, Production and Marketing
Assist reminding CEO of certain billing & accounting related tasks on behalf of Office & Accounting Manager
Assist Office & Accounting Manager on project management for various departments, and communication with TeaUpgrade to see actual infombers & clients as needed when Manager is unavailable
Organize prioritized or urgent billing & accounting related tasks for Office & Accounting Manager before beginning her shift everyday. Remind & prep urgent accounting/billing related tasks that needs to be completed by end of business day PST
Read/Analyze/Organize incoming billing & accounting emails with information or requests. Then retrieve information/files from various systems & prep responses via email drafts
Assist in joint projects & its related tasks (include basic communication with clients) for Front-End Sales, Production and Marketing
Assist in AR - customers’ billing: include invoicing details, cross referencing, tax/permit related forms, outstanding progress & reminders, updating status on all systems, etc
Assist in AP - suppliers’ billing: include incoming bills, outgoing payments, verifying production final details/costs on various systems, etc
Organize files & Retrieve information on our online filing system (NAS)
Data entry & Retrieve information using Asana, Gmail, Google Drive/Sheets/Docs, our printing software systems, and any other apps/software utilized by the company
Any other tasks that surfaced & need assistance assigned by Office & Accounting Manager
Provide daily progress report via chosen app/software
Attend necessary trainings and/or meetings

Job Requirements:

Excellent verbal & written English communication
Minimum basic understanding of common American-English shorthand vocabulary & abbreviations
Multi-task with a clear calm mind ~ balance at least 2-3 complex projects or workflows, including routine daily/weekly tasks; while keeping an eye for constant updates via messaging or email (regarding any pending questions).
Maintain digital financial & customer records in a fast-paced environment.
Exceptional attention to details & good memorization skills ~ Researching, analyzing, and reconciling production & logistic data to provide the correct necessary information for final invoice approvals by manager. Find out when a complex order will be completed soon & confirm all details with designated Sales TeaUpgrade to see actual infomber (or assigned Executive Assistant) at least 3-5 days ahead (including internal costs & potential add'l fees after final ETA).
Excellent in math & comfortable with numbers ~ Detailed oriented enough to assist in processing customers' billings and variety of payment methods, plus re-confirming on various online billing systems. Once steady, assist in add'l data entry of internal financial transactions onto appropriate databases, including incoming suppliers' bills & outgoing payments.
Prioritize & adjust daily as needed ~ Ability to work effectively with minimal supervision, while organizing a daily workload by priorities. Anticipate future needs and deadlines, including keeping in mind when quarterly & annual tax filing deadlines are approaching and review all present financial records to assure that they are accurate.
Critical Thinking & Be Proactive ~ come up with solutions & ideas by thinking 'out-of-the-box' for different scenarios. Proactive approach to problem-solving & handling repetitive scenarios based on previous solutions provided by the manager. Able to create simple formulas for confirming calculations & check for accuracy when there's a discrepancy.
Provide accounting-related administrative support ~ Work closely and effectively with the manager to keep her well informed of upcoming responsibilities for that day & rest of week. Keep track of upcoming outstanding invoices' deadlines & missing tax forms for potential orders to remind the manager ahead.
Team-oriented philosophy ~ Capacity to quickly learn organizational structure & each TeaUpgrade to see actual infombers' roles. Proactively request for continual updates on various billing discrepancies & delayed invoicing.
Strong interpersonal & communication skills ~ preferably with superb office professional written knowledge, and personalized communication skills to work effectively with current TeaUpgrade to see actual infombers.
Has work experiences of: Data research & analyzation, Data systems entry & organization, Gmail management, products or production based business environment.
MUST HAVE Virtual Assistant AND financial/accounting related work experiences (minimum 2 years, prefer 5+yrs if combined)
Monday to Friday from PST 8:00am-6:00pm or PST 8:00am-12:00pm & 3-9pm with maximum 1 additional day on weekends. Daily schedule may vary depending on Office & Accounting Manager’s work schedule, and/or accounting department’s routine closeouts or tax filings. The expected working hours will be 9-12 hours per day, 5-6 days a week, 30-minute or 1-hour lunch/breakfast Upgrade to see actual infon accommodate scheduled weekly training related sessions & mandatory meetings, which may differ from the normal work hours.
Has valid Microsoft Office & Adobe Reader applications
Good knowledge of Google Drive/Docs/Sheets features, including editing & sharing & data re-organization features
Good knowledge of Gmail Workspace/Suite system & all related features, including Google Group & Delegation
Fast-learner on new softwares & applications

Required Equipments:
Reliable computer (minimum of 12Gb RAM) with mouse, which can run & operate at least 8+ apps with 5+ browser windows (5+tabs each) at the same time
Noise-cancellation headset with mouthpiece (minimum 10+hr talk time if wireless)
Additional computer or TV screen to effectively view information on various systems & complete necessary tasks
Stable wired internet connection (minimum of 60/90Mbps), NOT pre-paid wireless modem dependable on cellular network only

Desired Personal Qualities:

More important than qualifications – those are the personal qualities that we are looking for in our teaUpgrade to see actual infombers!
Self-Starter & able to perform efficiently in a fast-paced & intense work Upgrade to see actual infon learn alone effectively & pro-actively complete tasks with accuracy, after training & information provided by TeaUpgrade to see actual infombers, manager, or other resources.
Open, honest and direct about personal needs, knowledge, abilities, availability, interests, and future goals.
Loyal & caring for personal work space and other TeaUpgrade to see actual infombers.
Smart & capable of adjusting to sudden transitions & rapid-changing work environment.
Understanding & acceptance of various work mode personalities, especially under pressure or Upgrade to see actual inforious attitude ~ Wants to be taken seriously and can contribute significantly to the workplace at the present & future.


What you'll get:

Work from home every day!
Minimum 50+ hours per week!
Paid Training & additional hours
Additional work hours (increase in workload & responsibilities) AFTER 3-6 months of Good Performance & Improvements! Initial workload (including trainins/meetings) will start with 40 hours per week, and will increase to 50+ hours per week afterwards!
Possible periodic & yearly bonuses based on performance (including a Christmas bonus)
Payout every other Friday
Birthday & Major USA Holidays Off


Please send your resume to Upgrade to see actual info the Email subject line: YOUR NAME + "Accounting Assistant"