Accounting and Payroll Coordinator

Summary

Brite Ideas is a 30+ year old company that delivers audio visual technical services and equipment for live and virtual events and productions for entertainment, corporate, non-profit, educational, and art center organizations.

The Accounting & Payroll Coordinator’s principal activities include providing a variety of recordkeeping services including but not limited to accounts payable, accounts receivable, payroll, and cost accounting. Attention to detail and proven administrative skills are critical in this role along with the ability to multi-task under deadlines. A key success measure for this role is having the ability to navigate competing priorities seamlessly and effortlessly with ease and polish.

Essential Functions

• Accounts Payable – Review all invoices for correct verification, coding, approvals, purchase orders, and overall accuracy before entering invoices into QuickBooks Online for payment. Process, enter, and post AP for weekly check runs or payment by ACH/wire through the bank. Track, update, and process monthly employee expense checks. Prepare and file year-end 1099 reports in January of the following filing year. Complete new vendor applications and negotiate terms.
• Accounts Receivable – Track and maintain up-to-date event list with deposit and remainder invoicing dates. Communicate with Project Manager’s on outstanding billings and track additions post-event. Generate and provide all invoices to clients in a timely manner, track deposit schedule, and provide W-9 and ACH/wire information if applicable.
• Banking – Record, process, and reconcile remote deposits through the bank into QuickBooks Online. Reconcile petty cash account and keep records of debits and credits for cost accounting.
• Cost Accounting – Prepare and maintain cost accounting spreadsheets for each event and be prepared to generate reports for management with data collected.
• Credit Card Reconciliation – Ensure all receipts have been identified, charges have been coded and processed into cost accounting sheets and QuickBooks Online accurately. Identify and route charges outside of approved policy groups to Finance Manager for further investigation.
• General – Assists Director of Finance & Administration in preparation and data collection of internal or external audits. Serves as back up support in the absence of the Director of Finance & Administration and participates in the development and implementation of new or revised accounting programs, systems, procedures, and methods of operation.
• Human Resources – Partner with HR to ensure accurate information is recorded and transcribed from insurance carriers into the payroll system for employee deductions. Complete all EDD unemployment claims, garnishment claims, and verification of employment requests with assistance from HR as needed. Act as an employee point of contact for any accounting, insurance or hours related inquiries.
• Payroll – Serve as main contact for payroll-related assistance and information to employees, leaders and payroll services. Identify labor tracking names within payroll system to ensure accurate time entries. Process and track bi-weekly payroll, time sheets, and post-payroll reporting including 401K and labor reports. Reconcile crew sheet times, PTO/vacation/sick requests, turnaround time, employee garnishments, and rate changes to time sheets to ensure accuracy before processing payroll.
• Reporting – Research, collect, compile, and analyze information from various sources on a variety of specialized accounting topics including but not limited to labor, revenue, and expense reports.
• Projects – Support the Finance, Administration, and HR departments to assist in additional accounting, payroll, HR or special admin-related projects as needed.
• Other relevant duties may be assigned by management.

All employees are expected to adhere to the B.I. Values (The B.I. Way):

• Respect: Be considerate of one's self, one another, the team, clients, vendors, venues & our equipment.
• Service: Exceed expectations. Be the problem solver. Be a partner not just a vendor.
• Integrity: By ensuring actions are consistent with words. earn the trust of both internal and external customers, by dedication, responsibility, consistency, honesty and truthfulness in relationships.
• Creativity: We're passionate, and we love tough problems and new challenges. You don't hear a lot of "I don't know how" or "I can't." When faced with a hurdle, we come together and strive to be clever, original, inventive and cutting edge.
• Growth: We recognize that people are one of our key assets and we should value their contributions, reward them fairly, and develop them to their fullest potential. Our goal is to provide leadership opportunities for further growth, thus helping our people realize their career aspirations.
• Attitude: Our attitude is shaped by combining these elements together. How we tackle a problem, work with a client or interact with one another is just as important as what we create.

Working Conditions & Physical Requirements

Work Environment:

• This position primarily works indoors in an office setting and climate-controlled environment.

Physical Demands:

• Prolonged periods of sitting with occasional standing, walking, bending and reaching.

Lifting:

• Must be able to lift, carry and exert force up to 25 pounds occasionally.

Vision & Hearing:

• Must be able to distinguish colors, use close vision for computer screens/documents, use distance vision and have the ability to judge depth perception and spatial awareness for safety precautions.
• Must be able to hear sufficiently to understand and comprehend individual conversations and listen for potential safety precautions.

Noise:

• The noise levels in the work environment are usually moderate with standard business office equipment and may increase to occasional loud noise levels with large production gear or equipment moves. EEO Policy

Brite Ideas provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Requirements

Experience & Education Requirements

• Must have at least five years of relevant accounting and payroll experience.
• Bachelor’s degree in business, finance or relevant field is preferred.
• Additional accounting or payroll certifications are a huge plus for this role.

Preferred Skills

• Experience working in QuickBooks Online is a plus.
• Advanced proficiency in MS Office (Outlook and Excel, in particular).
• Familiarity with working on Mac computers.
• Hands on experience with office machines including printers and fax machines.
• Keen attention to detail with accurate data entry skills.
• Must have ability to manage multiple projects under deadlines.
• Excellent time management skills with an ability to prioritize work and deadlines.
• Ability to analyze discrepancies and use problem-solving skills.
• Excellent written, verbal, and oral communication skills.
• A creative mind with the ability to suggest improvements.