Accounting and Administrative Support Specialist
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Job Description
Accounting and Administrative Support Specialist plays a key role in supporting financial workflows for a facilities services business. Responsible for accurate record maintenance and administrative support.
Responsibilities:
- Process accounts payable and accounts receivable across facilities services and real estate operations
- Prepare, send, and track customer invoices, service billings, and property-related charges
- Monitor incoming payments and follow up on outstanding balances
- Reconcile bank accounts and credit card statements for multiple operating entities
- Maintain accurate expense tracking, transaction categorization, and audit-ready financial records
- Support payroll preparation and coordinate with external payroll providers
- Assist with month-end close activities and preparation of financial summaries
- Maintain comprehensive, organized digital financial records
- Manage vendor and service provider records, including invoices, contracts, and payment documentation
- Maintain organized digital files across financial, property, and operational categories
- Support job, service, and property documentation tied to billing, cost tracking, and compliance
- Assist with onboarding and record creation for vendors, subcontractors, and property-related service providers
- Maintain and update internal trackers, schedules, logs, and operational spreadsheets
- Provide general administrative support across accounting, operations, and property management activities
- Coordinate routine internal and external communications during Hawaii business hours
Requirements:
- At least 3 years of experience in accounting, bookkeeping, or finance support roles
- Prior US accounting experience is required
- Having a CPA license is a plus
- Human Resource experience preferred but not required
- Strong attention to detail and accuracy when managing recurring financial tasks
- Comfortable working with accounting systems, spreadsheets, and shared digital tools
- Strong organizational, time-management, and prioritization skills
- Clear and professional written communication skills
- Experience supporting US-based service or property businesses preferred
- Background in facilities services, construction, or real estate operations is beneficial but not required.
Benefits:
- Work from home Tuesday to Saturday
- Follows US Holidays
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