Administration & Accounting Assistant

Company: Total Deployment Solutions, Inc.
Location: New York
Posted on: March 1, 2025

Job Description:

Job OverviewTDS is seeking an Administration & Accounting Assistant to help with operational support of our growing organization. Working closely with management, this role will be key in ensuring finance, HR and resource management are in sync and working seamlessly. Successful candidates will bring attention to detail, familiarity with various software platforms and a sense of ownership in how they approach this opportunity. Primary responsibilities will include:Accounting Tasks and Client InvoicingResponsible for the accurate and timely invoicing process, ensuring that all client services and internal expenses are billed correctly, promptly and collected. Entering all accounting and bookkeeping requirements in our TDS systems.Reconcile and track invoices in accounting software, resolving discrepancies and following up with clients when necessary.Refine invoice procedures to improve efficiency and compliance with financial policies and industry regulations.HR and Onboarding New EmployeesCollect and process new hire tax documents (W-4, I-9, state tax forms).Set up employee payroll in the payroll system verifying salary, hourly rates, pay cycles, and direct deposit information.Process and track benefits changes (life events, coverage updates, open enrollment).Coordinate with IT to create company email accounts and grant system access.Ensure new hires are added to HR and payroll platformsInternal Resource TimekeepingEnsure all timesheets are accurately completed, verifying the recorded hours against project requirements and company policies.Submit finalized timesheets to the payroll department on time to ensure timely and accurate employee compensation.Enter and update employee work hours in payroll system, ensuring proper classification of regular hours, overtime, and paid time off.Generate reports on employee work hours, overtime, and attendance trends to support workforce planning and budgeting decisions.Manage the Expense Reporting and ApprovalsReview and approve expense reports submitted by team members, ensuring they comply with company policies, and verifying receipts and expenditures.Address any discrepancies or issues with submitted expenses, working with the team to clarify and resolve concerns.Prepare and organize expense reports for senior management.Education & ExperienceBachelor's degree in Accounting, Finance, Business Administration, or a related field (preferred)2+ years of experience in accounting, finance, HR administration, or a similar roleExperience with client invoicing, payroll processing, and expense managementTechnical SkillsProficiency in accounting softwareExperience with payroll systems (e.g., ADP Workforce Now)Familiarity with HR platforms and timekeeping softwareStrong Excel skillsComfortable using various business software (e.g., Microsoft Office)Administrative & Organizational SkillsHigh attention to detail and accuracy in financial and HR processesStrong organizational skills with the ability to multitask and prioritize work efficientlyAbility to manage confidential information with discretionInterpersonal & Communication SkillsExcellent written and verbal communication skillsAbility to collaborate effectively with team members across different departmentsProblem-solving mindset and proactive approach to resolving discrepanciesCompensation details: 65000-80000 Yearly SalaryPI9539eec72b8f-25660-36975574

Keywords: Total Deployment Solutions, Inc., New York , Administration & Accounting Assistant, Accounting, Auditing , New York, New York