Accounting Operations Assistant Administrator

Summary

Join Vaco as an Accounting Operations Assistant/Administrator and contribute to the smooth operation of our office. You will be responsible for client communication, data management using Excel and other software, and overseeing billing, invoicing, and payroll processes. Your duties will also include managing accounts receivable, creating financial reports, and providing support to the team and senior associates. This role requires strong communication, organizational, and analytical skills. The position is remote.

Requirements

• Bachelor’s degree preferred
• At least 1-2 years’ experience in recruiting industry or similar role
• Proficient in Microsoft Office Excel/Suite
• Bilingual in French/English

Responsibilities

• Provide excellent customer service and tech support, including direct communication with clients to address inquiries and resolve issues
• Utilize Excel to manage payroll data, export and manipulate spreadsheets from Bullhorn, and ensure data accuracy during pre-checks in UKG
• Oversee billing, invoicing, and payroll processes, including reviewing timesheets for accuracy
• Manage AR processes, including invoicing, tracking aging (30/60/90 days), and creating detailed financial reports
• Build and maintain operational and financial reports to ensure smooth workflow and data transparency
• Provide support for the team which may include sending candidate paperwork, client contracts, and executing full life cycle of job orders
• Provide support to Senior Associate, Operations, including travel arrangements, scheduling, preparing reports, and letter composition
• Review client and Vaco contracts; work with legal as appropriate
• Provide support for consultants and producers regarding payroll, expenses, and benefits questions and/or training, along with approving as appropriate
• Responsible for weekly invoicing to clients, including monitoring aging reports and past due accounts

Preferred Qualifications

• Accountability - Holding self and others accountable to meet commitments
• Action oriented - Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm. Self-directed with an innate drive to succeed; confident and resilient; accepts feedback with a desire for continuous improvement. Able to work with a sense of urgency and meet tight deadlines; organized, detailed, and driven
• Communicates effectively - Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences. Develops written communication that is clear, concise, grammatical, and engaging
• Customer focus - Building strong customer relationships and delivering customer-centric solutions
• Resourcefulness - Identifying, securing, and deploying resources effectively and efficiently
• Situational adaptability - Able to adapt approach, mindset, and actions depending on the situation to best meet business objectives. Displays emotional intelligence competencies of others-awareness and others or relationship management by recognizing situational cues and adapting response and demeanor for success

Benefits

Remote work