Accounting Assistant; Billing & Operations

Hire Talent; Houston (TX); Hybrid; USD 45,000 - 60,000; Full time

Job summary

Hire Talent is seeking an Accounting Assistant in Houston, Texas, for a hybrid role involving timesheet management and operational support. The ideal candidate will manage AR/AP processes, oversee onboarding and offboarding, and ensure accurate billing and clean financial data. Qualifications include 2+ years experience in relevant roles, strong attention to detail, and proficiency in Microsoft Excel. Knowledge of QuickBooks is preferred. A proactive and organized mindset is essential for success in this fast-paced environment.

Qualifications

• 2+ years of experience in timesheets, AR/AP, or operations coordination.
• Strong attention to detail and organization skills are essential.
• Working knowledge of Microsoft Excel required.

Responsibilities

• Collect and review weekly timesheets for employees and contractors.
• Track missing or late submissions and follow up as needed.
• Prepare and maintain monthly DIR reports ensuring compliance.

Skills

Attention to detail

Organization skills

Communication skills

Experience with state agencies

Knowledge of Microsoft Excel

Tools

QuickBooks

HubSpot

Smartsheet

Job description

Job Title: Accounting Assistant, Billing & Operations

Location: Houston, Texas (Hybrid)

Role Summary

The Accounting Assistant manages end-to-end timesheet administration, supporting accounts receivable and payable processes, overseeing expense reporting and coordinating onboarding and offboarding activities for employees and contractors. The position plays a key part in ensuring accurate billing, clean financial data, and smooth operational workflows. The ideal candidate is detail-oriented, highly organized, and proactive in following up on outstanding items, with the ability to manage multiple processes in a fast-paced, service-driven environment. Experience working with state vendors or contract-based billing environments is a plus.

Key Responsibilities

• Collect and review weekly timesheets for employees and contractors
• Ensure time entries follow company policies and contract guidelines
• Track missing or late submissions and follow up as needed
• Maintain accurate and organized timesheet records
• Prepare weekly AR and aging reports
• Track open balances and payment status
• Support internal follow‑up on outstanding payments
• Help maintain accurate revenue tracking
• Prepare Weekly AP Reports
• Verify required documentation, including W‑9s, ACH details, and purchase orders
• Assist with vendor updates and record maintenance
• Keep vendor files complete and audit‑ready
• Coordinate onboarding for employees and contractors, ensuring all required documentation is completed (W-9, contracts, compliance forms, etc.)
• Set up new hires in internal systems (time tracking, CRM, accounting tools, etc.)
• Ensure alignment and training in Timekeeping system, with billing rates, roles, and project assignments
• Partner with internal teams to ensure a smooth onboarding experience and timely start
• Coordinate offboarding for employees and contractors, ensuring proper system access removal and documentation completion
• Confirm final timesheets are submitted and approved prior to termination
• Support final invoicing and payroll coordination as needed
• Maintain accurate records and ensure all offboarding steps are completed in a timely manner
• Assist with monthly reconciliations, including labor, sales, and rate checks
• Review and approve employee expense reports in Concur, ensuring accuracy and policy compliance
• Ensure proper coding, documentation, and timely processing of expense reports
• Follow up on missing receipts, errors, or policy exceptions as needed
• Prepare and maintain monthly DIR (Department of Information Resources) reports, ensuring accuracy and compliance with state requirements

Qualifications

• 2+ years of experience in timesheets, AR/AP, or operations coordination
• Strong attention to detail and organization skills
• Working knowledge of Microsoft Excel
• Clear communication and consistent follow‑up skills
• Experience working with state agencies or state vendors a plus
• Familiarity with contract‑based or compliance‑driven environments preferred
• Experience working with employees, contractors, and subcontractors
• Understanding of billable vs. non‑billable time preferred
• Experience with systems such as QuickBooks, HubSpot or Smartsheet
• Experience reconciling CRM and accounting systems