Accounting Assistant at HomeXpress Mortgage in Santa Ana, CA

Job Title:              Accounting Assistant

Department:      Accounting

Reports To:         VP, Controller

FLSA Status:        Non-Exempt

PRIMARY FUNCTIONS: HomeXpress is seeking a detail-oriented and organized Entry-Level Accounting Assistant to join our accounting team. The Accounting Assistant will be processing and tracking invoices from all vendors and obtaining proper approvals so that payments are made in a timely manner. In addition, this staff will be coding invoices per company guidelines to maintain accurate record-keeping in the Company’s general ledger and working on various monthly close journal entries and account reconciliations.

Currently HomeXpress performs the accounts payable function manually, but the accounting team is exploring an automated accounts payable option. The essential duties and responsibilities do not change in terms of ownership and function if an automated solution is used.

This role is ideal for individuals looking to start their careers in accounting and finance and/or have experience in accounts payable and the monthly close. The Accounting Assistant will play a crucial role in accounting’s financial operations, ensuring that transactions are managed promptly and accurately and maintaining positive relationships with our internal and external partners.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Invoice Processing:

• For invoices received, review them for accuracy and completeness and submit invoices to the proper approvers. If an automated solution is used, this function includes validation that all invoices are submitted and received in that automated solution.
• Match invoices with corresponding approvals. If an automated solution is used, the procedures will move to validation that approvals are received on time.
• Enter invoice details into the accounting system, including at a loan-level where appropriate.

Payment Processing:

• Prepare and process electronic transfers and payments. This may be in the form of checks, ACHs, credit cards, wires, phone call-in payments, and other online-type payments.
• Maintain and review the due dates of all accounts payable and ensure timely payments.
• Resolve payment discrepancies and issues.

Record Keeping:

• Maintain organized and up-to-date accounts payable files and records.
• Reconcile vendor statements and correct discrepancies.
• Validate that all credit cards have adequate supporting documentation regarding purpose and invoice evidence.

Vendor Communication:

• Respond to vendor inquiries regarding payment status.
• Address and resolve any payment-related issues.
• Build and maintain positive and professional relationships with vendors.

Other Responsibilities:

• Assist in month-end closing activities, including providing necessary documentation and reports, and booking journal entries and performing reconciliations.
• AMEX and credit card reconciliations and recording the activity into the general ledger.
• Developing a monthly accrual for costs incurred where invoices have not been received.
• Other tasks and responsibilities as assigned.

DESIRED PERSONAL CHARACTERISTICS:

• Detail-oriented and committed to the highest quality in their work.
• Proficient in Microsoft Office Suite, particularly Excel is a plus.
• Excellent organizational and time management skills.
• Communication proficiency.
• Ability to work independently and as part of a team.
• Excellent time management abilities.

• Demonstrated capability to uphold strict confidentiality regarding company and partner information.

EDUCATION:

• High School Diploma or equivalent.

EXPERIENCE:

• Strong mathematical skills and/or accounting experience is a plus.
• Experience in accounts payable (or accounts receivable) is a plus.
• Experience with accounting software and online platforms is a plus.

PHYSICAL REQUIREMENTS:

• This position is in an office setting with computer and general office equipment. The position requires the ability to move freely around within the department and other department locations

All your information will be kept confidential according to EEO guidelines.