Accounting Administrative Assistant at Vaco, LLC

Irvine, CA 92612

About the Job

Job Description:
The Accounting Administrative Assistant will serve as a key support role within our clients accounting department, ensuring seamless daily operations. This individual will handle a mix of administrative tasks and accounting functions, including accounts payable responsibilities. We are looking for a detail-oriented, organized professional with strong multitasking abilities, excellent Excel skills, and a solid grasp of accounting principles.

Key Responsibilities:

Administrative Support:

Provide comprehensive administrative and accounting support to ensure the smooth operation of the accounting department.
Set up and maintain vendor records in Yardi, including updates for property certificates of insurance (COIs).
Organize and manage bank deposits through check scanning or manual branch deposits.
Generate and distribute various bank-related reports such as bank statements, transaction summaries, check images, and stop-payment documentation.
Assist with quarterly and annual audits, including collecting reports, scanning documents, and preparing invoice copies.
Maintain an organized department by managing office supplies and ensuring a tidy workspace.

Accounts Payable Assistance:

Distribute weekly checks and handle returned checks.
Sort and manage incoming and outgoing mail for the department.

Financial Statement Management:

Package and upload monthly financial statements to SharePoint.
Run and analyze various departmental reports as needed.

Project Support:

Collaborate on special projects and initiatives as assigned.

Qualifications:

Minimum 1-2 years of relevant accounting experience.
Associate degree preferred; college coursework in accounting highly desirable. A 4-year degree in Accounting is a plus.

Desired Knowledge, Skills, and Abilities:

Strong organizational skills with the ability to multitask and prioritize effectively in a dynamic, fast-paced environment.
Exceptional attention to detail and commitment to accuracy.
Proactive team player with the ability to work both independently and collaboratively.
Strong ethical standards and integrity in the workplace.
Effective interpersonal and communication skills for working with all levels of management.
Proficiency in Microsoft Excel and Word; familiarity with accounting software is required, with Yardi experience a significant advantage.
Basic understanding of accounting principles, with strong problem-solving, research, and data analysis skills.
Familiarity with real estate management is a plus.

Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco also wants all applicants to know their rights that workplace discrimination is illegal.

By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.

California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
Virginia residents may access our state specific policies here.
Residents of all other states may access our policies here.
Canadian residents may access our policies in English here and in French here.
Residents of countries governed by GDPR may access our policies here.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:

the individual’s skill sets, experience and training;
licensure and certification requirements;
office location and other geographic considerations;
other business and organizational needs.

With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.