Accounting Operation Assistant

Freeman-Mathis-and-Gary,-LL; Atlanta (GA); On-site; USD 40,000 - 55,000; Full time

Job summary

Freeman Mathis & Gary, LLP is seeking an Accounting Operations Assistant in Atlanta to provide administrative and operational support to the Controller and Finance & Accounting department. You will schedule meetings, coordinate logistics, perform guided data entry, organize documents, assist with routine reporting, and help with special projects.

The ideal candidate is highly organized, detail-oriented, and comfortable learning multiple systems, with sound judgment and discretion to protect

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Prior administrative, accounting-support, finance-support, or professional-services experience preferred.
• Proficiency with Microsoft Outlook, Excel, Word, and Teams; intermediate Excel skills preferred.
• Comfort learning and working in multiple accounting, financial, expense-management, banking, and document-management systems.
• Accurate and efficient data-entry skills with strong attention to detail.
• Excellent organizational, time-management, and follow-through skills.
• Ability to manage multiple assignments and adapt to changing priorities in a deadline-driven environment.
• Effective written and oral communication skills with attorneys, staff, firm leadership, and external contacts.
• Ability to maintain confidentiality and exercise discretion when handling financial, personnel, and firm information.

Responsibilities

• Provide day-to-day administrative and operational support to the Controller and accounting leadership.
• Schedule and coordinate department meetings, conference calls, vendor meetings, system meetings, training sessions, and other appointments.
• Manage meeting logistics, including invitations, conference rooms, virtual meeting links, materials, agendas, and team meals when needed.
• Prepare and organize meeting packets, spreadsheets, presentations, reports, and other materials for the Controller.
• Maintain recurring Finance & Accounting calendars, deadline lists, contact lists, and departmental trackers.
• Track requests, assignments, and follow-up items sent to other departments, escalating overdue or incomplete items as appropriate.
• Perform routine, guided data entry in accounting, financial, banking, expense-management, and other firm systems in accordance with established procedures.
• Complete routine system uploads and downloads after training and verify that information is complete before submission.
• Prepare and update recurring Excel trackers and schedules using approved templates and instructions.
• Compile, organize, and distribute routine financial or operational information for review by accounting personnel.
• Assist with collecting, organizing, and maintaining supporting documentation for audits, accounting requests, internal projects, and management reporting.
• Organize invoices, reports, statements, confirmations, and other supporting documentation in the appropriate electronic files.
• Review data and documentation for obvious omissions or inconsistencies and elevate questions rather than making unsupported accounting determinations.
• Maintain orderly shared Accounting folders, electronic records, departmental reference materials, and procedure documentation.
• Assist with scanning, naming, indexing, filing, retrieving, and archiving accounting documents in accordance with department practices.
• Update process documentation, checklists, forms, and reference guides at the direction of accounting leadership.
• Help coordinate responses to document requests and confirm that requested support has been received and properly organized.
• Coordinate department lunches, close-period meals, training meals, and occasional team events, including ordering, delivery, and invoice or receipt collection.
• Assist with onboarding logistics for new Finance & Accounting team members, including schedules, introductory meetings, training coordination, and reference materials.
• Coordinate calendars and routine communications involving Finance & Accounting, Human Resources, Information Technology, attorneys, vendors, and other firm departments.
• Order and maintain department supplies and assist with other routine administrative needs.
• Cross-train on recurring administrative functions to provide backup coverage within the department.
• Support process improvements, system implementations, special projects, and other duties assigned by the Controller or accounting leadership.

Skills

Organizational skills

Attention to detail

Data entry

Communication

Ability to manage multiple tasks

Education

High school diploma or equivalent

Associate or bachelor’s degree preferred

Tools

Microsoft Outlook

Excel

Word

Teams

Job description

Freeman Mathis & Gary, LLP is a nationally recognized Am Law 200 law firm with over 500 attorneys servicing clients in 40 offices and 22 states seeking an Accounting Operations Assistant to join our Atlanta office. The Accounting Operations Assistant provides administrative and operational support to the Controller and the Finance & Accounting department. This position performs a varied mix of scheduling, meeting coordination, guided data entry, document organization, routine reporting support, team-meal coordination, and special-project assistance.

The successful candidate will be highly organized, dependable, detail-oriented, comfortable learning multiple systems, and willing to take ownership of both recurring and ad hoc assignments. Because this role supports the firm’s financial operations, sound judgment, accuracy, responsiveness, confidentiality, and professional follow-through are essential.

The following characteristics describe those who are successful in our Firm:

• Unpretentious, Approachable, Respectful, Team Oriented
• Accountable, Takes Ownership, Corrects Mistakes
• Organized, Timely, Confidential, Responsive (within 24 hours)

Duties and Responsibilities:

• Controller and Department Support
• Provide day-to-day administrative and operational support to the Controller and accounting leadership.
• Schedule and coordinate department meetings, conference calls, vendor meetings, system meetings, training sessions, and other appointments.
• Manage meeting logistics, including invitations, conference rooms, virtual meeting links, materials, agendas, and team meals when needed.
• Prepare and organize meeting packets, spreadsheets, presentations, reports, and other materials for the Controller.
• Maintain recurring Finance & Accounting calendars, deadline lists, contact lists, and departmental trackers.
• Track requests, assignments, and follow-up items sent to other departments, escalating overdue or incomplete items as appropriate.
• Accounting and Systems Support
• Perform routine, guided data entry in accounting, financial, banking, expense-management, and other firm systems in accordance with established procedures.
• Complete routine system uploads and downloads after training and verify that information is complete before submission.
• Prepare and update recurring Excel trackers and schedules using approved templates and instructions.
• Compile, organize, and distribute routine financial or operational information for review by accounting personnel.
• Assist with collecting, organizing, and maintaining supporting documentation for audits, accounting requests, internal projects, and management reporting.
• Organize invoices, reports, statements, confirmations, and other supporting documentation in the appropriate electronic files.
• Review data and documentation for obvious omissions or inconsistencies and elevate questions rather than making unsupported accounting determinations.
• Records, Procedures, and Department Organization
• Maintain orderly shared Accounting folders, electronic records, departmental reference materials, and procedure documentation.
• Assist with scanning, naming, indexing, filing, retrieving, and archiving accounting documents in accordance with department practices.
• Update process documentation, checklists, forms, and reference guides at the direction of accounting leadership.
• Help coordinate responses to document requests and confirm that requested support has been received and properly organized.
• Team Coordination and General Support
• Coordinate department lunches, close-period meals, training meals, and occasional team events, including ordering, delivery, and invoice or receipt collection.
• Assist with onboarding logistics for new Finance & Accounting team members, including schedules, introductory meetings, training coordination, and reference materials.
• Coordinate calendars and routine communications involving Finance & Accounting, Human Resources, Information Technology, attorneys, vendors, and other firm departments.
• Order and maintain department supplies and assist with other routine administrative needs.
• Cross-train on recurring administrative functions to provide backup coverage within the department.
• Support process improvements, system implementations, special projects, and other duties assigned by the Controller or accounting leadership.

Education, Experience and Skills

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Prior administrative, accounting-support, finance-support, legal, or professional-services experience preferred.
• Proficiency with Microsoft Outlook, Excel, Word, and Teams; intermediate Excel skills preferred.
• Comfort learning and working in multiple accounting, financial, expense-management, banking, and document-management systems.
• Accurate and efficient data-entry skills with strong attention to detail.
• Excellent organizational, time-management, and follow-through skills.
• Ability to manage multiple assignments and adapt to changing priorities in a deadline-driven environment.
• Effective written and oral communication skills with attorneys, staff, firm leadership, and external contacts.
• Ability to maintain confidentiality and exercise discretion when handling financial, personnel, and firm information.
• Good judgment and the ability to recognize when a question or issue should be escalated.
• Professional, calm, courteous, and service-oriented demeanor.

Actual base pay within the range will also be dependent on other factors, including but not limited to, relevant experience, internal equity, skills, qualifications, and other job-related factors permitted by law.

EEO Statement

Freeman Mathis & Gary, LLP (FMG) is committed to providing equal employment opportunities to all applicants and employees by maintaining a workplace free of discrimination based on race, color, religion, sex, national origin, age, disability, genetic information, or any other protected status as provided by law. FMG complies with all applicable federal, state, and local laws. This position is subject to our drug‑free workplace policy, which includes the ability to pass a pre‑employment drug screen. Employees may be subject to reasonable‑suspicion drug testing in accordance with Firm policies outlined in the Employee Handbook.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.