Accounting Administrative Assistant

Vaco LLC; New York (NY); Hybrid; USD 60,000 - 65,000; Full time

Job summary

Vaco in Long Island City, NY is seeking an Accounting Administrative Assistant to support finance operations in a hybrid role with three days onsite. The position offers a salary range of $60,000–$65,000 per year and involves onboarding, expense reporting, audits, and cross‑functional collaboration.

The ideal candidate will be highly organized, with 3–5 years in accounting/finance admin, strong communication, and proficient in MS Office and Concur.

Qualifications

• 3–5 years of relevant administrative experience in an Accounting, Finance, or corporate support role.
• Proficient in Microsoft Office Suite; comfortable working with databases and reporting tools.
• Strong verbal and written communication skills with professional interface at all levels.
• Highly organized and detail-oriented with strong follow-through and time management abilities.
• Ability to handle sensitive and confidential information with professionalism and integrity.

Responsibilities

• Oversee and manage staff onboarding and offboarding for Finance and Accounting teams, including maintaining a centralized learning library.
• Support expense reporting processes, ensuring expenses are submitted, reviewed, and filed accurately and promptly.
• Maintain calendars related to audit cycles, statutory filings, and key reporting deadlines; assist in compiling supporting documentation for audits.
• Manage and maintain department records, including team schedules, attendance logs, and documentation supporting compliance.
• Draft memos, emails, and letters for senior leadership; respond to internal and external correspondence promptly.
• Coordinate meetings, presentations, and events—manage invites, agendas, materials, and room bookings.
• Collaborate with cross-functional departments to support business operations and departmental initiatives.
• Assist with development, formatting, branding, and distribution of financial statements, dashboards, and templates.
• Provide administrative and project support to accounting leadership as requested.
• Oversee vendor onboarding processes and ensure compliance with documentation requirements.
• Manage the Concur expense management platform for accurate processing and administration.
• Prepare and submit expense reports for the SVP of Finance with supporting documentation.
• Manage corporate Uber program including reporting to upper management for expense oversight.
• Assist with fleet management activities, including onboarding/removing vehicles and maintaining vehicle documentation.

Skills

Strong communication skills

Organized and detail-oriented

Multitasking abilities

Discretion and integrity

Education

Bachelor's degree in business, accounting, or related field

Tools

Microsoft Office Suite (Excel, Word, Outlook)

Concur expense management

Databases and reporting tools

Job description

Title: Accounting Administrative Assistant

Location: Long Island City, NY - hybrid 3 days onsite

Salary: $60,000-$65,000

Responsibilities

• Oversee and manage staff onboarding and offboarding processes for the Finance and Accounting teams, including maintaining and updating a centralized learning library.
• Support expense reporting processes, ensuring employee expenses are submitted, reviewed, and filed accurately and promptly.
• Maintain calendars related to audit cycles, statutory filings, and key reporting deadlines; assist in compiling supporting documentation for internal and external audits.
• Manage and maintain department records, including team schedules, attendance logs, vacation calendars, and documentation supporting operational compliance.
• Respond promptly and professionally to internal and external correspondence, including drafting memos, emails, and letters for senior leadership.
• Coordinate and schedule meetings, presentations, and departmental events—manage invites, agendas, meeting materials, and room bookings.
• Collaborate with cross-functional departments to support business operations, improve communication, and ensure alignment on departmental initiatives and projects.
• Assist with the development, formatting, branding, and distribution of financial statement reporting packages, dashboards, internal performance summaries, presentations, reports, and accounting department templates, ensuring consistency, accuracy, and adherence to corporate standards.
• Provide administrative and project support to accounting leadership as requested.
• Oversee vendor onboarding processes, including vendor verification and the collection of all required documentation to ensure compliance and timely setup.
• Manage and maintain the Concur expense management platform, ensuring accurate processing and administration of expense reporting activities.
• Prepare and submit expense reports for the Senior Vice President of Finance, obtaining and organizing all necessary supporting documentation to ensure compliance with company policies.
• Manage the corporate Uber program for employees, including account administration, user support, and monitoring usage; prepare and provide reporting and analysis to upper management to support expense oversight and operational decision‑making.
• Assist with fleet management activities, including onboarding new vehicles and removing inactive vehicles from the enterprise fleet portal.
• Obtain, review, and maintain all required vehicle documentation, including titles, registrations, insurance records, and related compliance documentation.

Qualifications & Competencies

• A high school diploma is required; an associate or bachelor’s degree in business, accounting, or a related field is strongly preferred.
• 3–5 years of relevant administrative experience in an Accounting, Finance, or corporate support role.
• Proficient in Microsoft Office Suite (especially Excel, Word, and Outlook); comfortable working with databases and reporting tools.
• Strong verbal and written communication skills, with the ability to interface professionally at all organizational levels.
• Highly organized and detail-oriented with strong follow-through and time management abilities.
• Skilled at managing multiple priorities simultaneously while maintaining high accuracy and discretion.
• Strong interpersonal skills and a proactive, problem‑solving mindset.
• Ability to handle sensitive and confidential information with professionalism and integrity.

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