Accounting Assistant Jobs in Ohio

Company Overview

At W3 Financial Group, we believe the best careers are built on purpose, passion, and people. Every day, our team helps individuals, families, and businesses maximize and simplify their financial lives through comprehensive wealth management and accounting services.

Together, creating freedom by helping clients maximize and simplify their financial life.

Our success starts with our people. We're committed to building a workplace where talented professionals are empowered to grow, collaborate, and make a meaningful impact. Whether you're launching your career or bringing years of experience, you'll find opportunities to learn, contribute, and thrive alongside a team that genuinely supports one another.

Our culture is guided by the values that define who we are:

• Unique Passion– We celebrate individuality, embrace new ideas, and recognize that every team member brings valuable perspectives and strengths.
• Client Obsessed – Our clients are at the center of every decision. We are dedicated to delivering exceptional service and building relationships that last a lifetime.
• Family Oriented – We care for one another, celebrate successes together, and create an environment where employees feel valued, respected, and supported.
• Great Communicators – We believe trust is built through honest, transparent, and respectful communication with our clients and one another.
• Do What You Say – Integrity is our foundation. We honor our commitments, take ownership of our work, and consistently follow through.

If you're looking for more than just a job, if you're looking for a career with purpose, a culture that invests in your success, and a team that's committed to growing together. We invite you to discover what makes W3 Financial Group different. Join us as we continue creating freedom by helping clients maximize and simplify their financial lives.

Job Overview

The primary role of the Accounting & Billing Administrative Assistant focuses on providing comprehensive administrative, billing, and operational support to the accounting department. Working closely with accounting professionals, the Financial Officer, and departmental leadership, this position is responsible for coordinating daily office operations, maintaining accurate client records, processing invoices and payments, supporting accounts receivable and collection activities, and assisting with financial reporting. The role also serves as a key point of contact for clients and internal team members, ensuring professional communication, efficient workflow coordination, and timely resolution of administrative and billing matters. This position plays an essential role in maintaining organized processes, supporting departmental efficiency, and delivering exceptional client service within W3 Financial Group’s collaborative and professional environment

Responsibilities

• Maintains a clean, organized, and welcoming office environment, including reception areas, shared spaces, conference rooms, and common areas.
• Orders, organizes, and maintains office and kitchen supplies, ensuring reception areas, copy rooms, supply rooms, and snack, beverage, and coffee stations remain adequately stocked.
• Coordinates vendor services, maintenance requests, deliveries, and other general office needs to support daily operations.
• Performs general administrative duties, including filing, copying, scanning, mailing, binding, coordinating overnight deliveries, and maintaining organized electronic and physical filing systems.
• Provides professional, friendly, and welcoming assistance to clients, visitors, vendors, and internal team members, including answering and directing incoming phone calls and responding promptly to emails and inquiries.
• Provides administrative support to accounting staff and leadership, including scheduling meetings, managing calendars, preparing correspondence, organizing documents, and coordinating departmental activities.
• Produces, distributes, and maintains professional correspondence, reports, and other administrative documentation as needed.
• Maintains accurate and up-to-date client information within accounting software, CRM platforms, and document management systems, ensuring data integrity, confidentiality, and accessibility.
• Assists accounting staff with gathering client documentation, tracking outstanding requests, and following up on incomplete or missing information.
• Coordinates with accounting professionals, management, and other departments to address client requests, resolve outstanding items, and support departmental deadlines.
• Supports client reporting and organizational processes to identify outstanding service needs, upcoming deadlines, and opportunities for follow-up.
• Maintains accurate billing records, client accounts, payment information, and supporting financial documentation.
• Prepares, processes, and distributes accurate client invoices in a timely manner, ensuring proper documentation and compliance with established billing procedures.
• Submits invoices through designated billing platforms, tracks invoice distribution, and addresses outstanding billing items or discrepancies.
• Ensures invoices and supporting billing documentation are accurately uploaded, organized, and maintained in GoFileRoom on a monthly basis.
• Processes client payments, posts transactions, maintains payment records, and assists with client account reconciliations.
• Monitors outstanding invoices and follows up on overdue balances through phone calls, emails, and written correspondence to support timely collections.
• Coordinates payment arrangements with clients, documents collection efforts, and escalates unresolved balances, discrepancies, or disputes to management as appropriate.
• Prepares monthly billing summaries, accounts receivable aging reports, and other financial and operational reports for management review.
• Assists the Financial Officer and accounting leadership with financial operations, billing processes, departmental reporting, and the identification of opportunities for process improvements.
• Ensures administrative, accounting support, and billing activities comply with company policies, established procedures, and applicable regulations.
• Handles confidential client, employee, and financial information with discretion, professionalism, and appropriate attention to data security.
• Demonstrates strong organizational skills, attention to detail, reliability, and the ability to effectively manage multiple priorities and deadlines.
• Maintains a positive, team-oriented attitude and demonstrates a willingness to assist others in achieving departmental and organizational goals.
• Performs other duties as assigned.

Qualifications

• Demonstrates strong attention to detail, organizational skills, and accuracy.
• Possesses basic knowledge of accounting principles and financial statements.
• Exhibits strong written and verbal communication skills.
• Maintains professionalism and confidentiality when handling sensitive client information.
• Demonstrates proficiency in Microsoft Office applications, particularly Excel.
• Displays a willingness to learn new accounting software, tax preparation systems, and procedures.
• Works effectively both independently and collaboratively in a team environment.

Expected hours: 40.0 per week

Work Location: In person