Administration / Accounting Support / Office Administration
POSITION SUMMARY
Red Theory is seeking a highly organized, dependable and detail-oriented Studio Administrative & Accounting Assistant to join our team.
This position supports the day-to-day administrative and financial functions of our design studio and works closely with our Creative & Technology Directors and Studio Manager.
We are looking for someone who enjoys creating order behind a busy creative environment - keeping accounting records current, preparing invoices, tracking receivables and payables, organizing documentation, coordinating schedules and ensuring administrative responsibilities are followed through.
This is an important support position within our studio. The successful candidate will help free our management and design teams from routine administrative work so they can remain focused on clients, projects, design and business development.
KEY RESPONSIBILITIES
Accounting & QuickBooks Online
- Maintain accurate day-to-day records in QuickBooks Online
- Enter and categorize vendor bills and expenses
- Maintain accounts payable records
- Maintain accounts receivable records
- Prepare client invoices based on approved billing information
- Issue approved invoices to clients
- Record and track customer payments
- Monitor outstanding invoices and payment due dates
- Prepare accounts receivable aging reports
- Follow up professionally on overdue accounts as directed
- Organize receipts and credit-card transactions
- Assist with credit-card reconciliations
- Match vendor invoices to appropriate projects and records
- Maintain client and vendor accounting information
- Track deposits and payments
- Organize supporting documentation for bookkeeping
- Assist with month-end accounting preparation
- Coordinate required information with the company's external bookkeeper/accountant
INVOICING, ACCOUNTS RECEIVABLE & PAYABLE
- Prepare draft client invoices for review
- Issue approved invoices
- Maintain accurate invoice records
- Monitor payment status
- Identify overdue accounts
- Send approved payment reminders
- Maintain AR aging information
- Receive and organize vendor invoices
- Enter bills into QuickBooks Online
- Code expenses to the appropriate project/account
- Monitor vendor payment due dates
- Prepare bills for management approval
- Maintain supporting payment documentation
- Respond to routine client/vendor accounting inquiries
SUPPORT TO THE CREATIVE & TECHNOLOGY DIRECTOR
- Provide day-to-day administrative assistance including:
- Preparing documents for review
- Maintaining administrative action and follow-up lists
- Organizing correspondence requiring attention
- Preparing basic reports and summaries
- Organizing receipts and expenses
- Maintaining important business records
- Following up on delegated administrative tasks
- Assisting with travel coordination when required
- Helping ensure administrative commitments and deadlines are not missed
SUPPORT TO THE STUDIO MANAGER
- Assist the Studio Manager with the administrative side of studio operations, including:
- Preparing reports and documents
- Maintaining employee and administrative records
- Following up on assigned administrative tasks
QUALIFICATIONS
The ideal candidate will have:
- Approximately 5 years of administrative, bookkeeping, accounting-support or office experience
- Experience using QuickBooks Online
- Familiarity with accounts receivable and accounts payable
- Experience preparing customer invoices
- Robust computer and general office skills
- Strong written and verbal communication
- Excellent organizational skills
- Strong attention to detail and accuracy
- Ability to manage multiple responsibilities and deadlines
- Professional communication skills with clients, vendors and team members
- Ability to handle confidential financial and employee information appropriately
- Strong follow-through and ability to work independently
SOFTWARE SKILLS
- Strong proficiency or working knowledge of:
- QuickBooks Online
- Microsoft Excel
- Microsoft Word
- Microsoft Outlook
- Adobe Acrobat
- Cloud-based file management systems
- Experience with project-management, CRM or other business-management software is considered an asset.
PREFERRED EXPERIENCE
- Small or medium-sized businesses
We are looking for someone interested in becoming an important long-term support member of a growing creative studio.
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📌 Studio Administrative - Accounting Assistant (Oakville)
🏢 Red Theory Design
📍 Oakville
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