Accounting Assistant

Job Summary:
The Accounting Officer manages Consilium Labs’ day-to-day financial operations, ensuring accurate
financial records, timely invoicing and collections, disciplined expense management, reliable reporting,
and effective financial controls. The role supports leadership with clear financial visibility while helping
protect profitability, cash flow, and operational discipline.

Duties & Responsibilities:
1. Bank Management & Payments
● Manage and monitor company bank accounts, including daily balances, transactions, transfers,
and account activity.
● Review and process approved vendor, employee, tax, and other company payments in
accordance with established approval procedures.
● Schedule and coordinate payments to ensure obligations are paid accurately and on time.
● Maintain visibility into upcoming payment obligations and available cash balances to support
short-term cash-flow planning.
● Prepare payment requests and ensure appropriate approvals and supporting documentation are
obtained before payments are processed.
● Maintain payment records, bank confirmations, remittance information, and other supporting
documentation.
● Monitor recurring payments and upcoming obligations and escalate potential cash-flow concerns
or payment issues to leadership.
● Coordinate with banks and payment providers regarding account maintenance, transaction
issues, access, and required documentation.
● Investigate unusual or unauthorized transactions and promptly escalate material issues.
2. Billing & Accounts Receivable

● Prepare and issue accurate client invoices on time based on approved contracts, billing
schedules, and supporting information.
● Assist with billing setup for new contracts and maintain accurate billing information in relevant
systems.
● Monitor accounts-receivable aging reports and follow up professionally on overdue balances.
● Maintain accurate payment records, remittance tracking, and collection documentation.
● Maintain accurate accounts-receivable aging and promptly investigate billing or payment
discrepancies.
● Alert leadership to significant collection risks or overdue balances.
3. Accounts Payable & Vendor Management
● Review vendor invoices, payment approvals, vendor files, and payment history for accuracy and
completeness.
● Process and schedule vendor payments only after required approvals have been obtained.
● Maintain accurate accounts-payable aging and visibility into upcoming vendor obligations.
● Support vendor onboarding and maintain accurate vendor records and payment information.
● Ensure expenses are properly coded, documented, and recorded in the accounting system.
● Investigate discrepancies between invoices, payment records, and accounting records.
4. Accounting & Reconciliations
● Maintain accurate and complete accounting records and supporting documentation.
● Perform monthly bank, credit-card, and balance-sheet reconciliations.
● Investigate and resolve reconciliation discrepancies in a timely manner.
● Maintain consistency and data integrity across accounting, invoicing, payment, and related
billing systems.
● Support a timely and accurate month-end close process.
● Ensure transactions are properly classified and recorded in accordance with company accounting
procedures.
5. Payroll & Employee-Related Accounting
● Coordinate the financial processing of payroll with payroll providers based on employee and
payroll changes provided and approved by the appropriate parties.
● Maintain commission schedules, bonus tracking, reimbursement logs, and year-end payroll
documentation based on approved inputs from department owners and management.
● Ensure payroll-related accounting entries and supporting documentation are accurate and
complete.
6. Financial Reporting & Cash Flow
● Prepare monthly management reports covering revenue, expenses, margins, collections, and
cash balances.
● Support budget-versus-actual reporting and investigate significant variances.
● Maintain visibility into expected cash inflows, upcoming payment obligations, and short-term
cash-flow requirements.
● Provide management with timely financial information and escalate material cash-flow,
overspending, margin, collection, or other financial risks.
● Identify unusual transactions or financial trends that require management attention.

7. Month-End, Tax & External Support
● Support the month-end close by ensuring required transactions, reconciliations, and supporting
schedules are completed accurately and on time.
● Maintain organized records for audits, tax filings, insurance requirements, regulatory requests,
and other financial documentation.
● Support external CPAs, tax preparers, auditors, and other financial advisors by providing
requested records and information.
● Assist with year-end accounting and tax-related documentation as required.
8. Finance Systems, Processes & Controls
● Maintain accurate and consistent information across accounting, invoicing, banking, payment,
and related financial systems.
● Assist with billing setup, vendor onboarding, and payment-system administration.
● Identify opportunities to improve finance workflows, controls, processes, and automation.
● Support implementation and maintenance of procedures designed to improve accuracy,
efficiency, and visibility.
● Promptly investigate and resolve discrepancies between financial systems and source
documentation.
9. Risk Management & Confidentiality
● Maintain strict confidentiality of financial, payroll, vendor, client, and other sensitive company
information.
● Ensure financial transactions are supported by appropriate documentation and approvals.
● Alert leadership to collection risks, overspending, margin concerns, unusual transactions,
cash-flow concerns, or other financial risks.
● Follow company policies and internal controls related to financial transactions, payments,
approvals, and access to financial systems.
10. Finance Team Participation
● Participate in weekly finance check-ins and provide updates on outstanding accounting,
payment, collection, and cash-flow matters.
● Participate in quarterly performance reviews and annual compensation reviews.
● Collaborate with management and relevant department owners to ensure timely and accurate
financial processing and reporting.
Required Skills & Abilities:
● Strong accounting, bookkeeping, invoicing, accounts-receivable, and accounts-payable skills.
● Ability to prepare accurate reconciliations and financial reports.
● Strong attention to detail, organization, accuracy, and financial discipline.
● Proficiency with Excel or spreadsheet tools and bookkeeping/accounting systems.
● Ability to manage multiple financial deadlines, records, and priorities.
● Professional written and verbal communication skills for client, vendor, banking, and advisor
interactions.
● Ability to maintain confidentiality and handle sensitive financial information appropriately.
● Strong problem-solving, follow-up, process-improvement, and ownership mindset.
● Ability to recognize and escalate financial, collection, cash-flow, and margin risks.

Education & Experience:
● Bachelor’s degree in Accounting, Finance, Bookkeeping, or related background preferred.
● 3+ years of experience with bookkeeping systems, invoicing, payroll coordination, and financial
reconciliations preferred.
● Strong Excel or spreadsheet experience preferred.
● Experience in a professional-services or service-business environment preferred.

How To Apply:
Send your application with the subject line Accounting Assistant – [Your Full Name] and include:
-Your updated CV
-A link to a 2-minute video introduction highlighting your accounting experience and qualities that set you apart from other candidates.

We value attention to detail and applicants who follow instructions carefully, so please make sure to include all the required materials. See you online!