Job Description
Job DescriptionDescription:
North Hollywood, CA | ForTech Solutions Inc.
About Us
ForTech Solutions Inc. is an established Audio-Visual and Automation company with over 20 years of experience serving residential, commercial, and public-sector clients. We specialize in designing, integrating, and supporting advanced technology systems.
We are looking for a highly organized, detail-oriented, and experienced Administrative & Accounting Assistant who takes ownership of their responsibilities and enjoys keeping daily business operations running smoothly.
This position combines accounting, bookkeeping, purchasing, and office administration. We need someone with strong accounting knowledge, extensive QuickBooks Desktop experience, and the ability to manage both major responsibilities and the small details that keep our operations organized.
The ideal candidate is proactive, accountable, comfortable working independently, and continuously looks for ways to improve processes, including using AI tools and task automation to increase efficiency and accuracy.
Key Responsibilities
Accounting & Bookkeeping
- Manage Accounts Receivable (AR) and Accounts Payable (AP) using QuickBooks Desktop.
- Prepare, review, and process invoices, vendor bills, payments, and expense reports.
- Monitor outstanding receivables and follow up on overdue payments.
- Reconcile accounts and maintain accurate financial records, transaction classifications, and supporting documentation.
- Generate financial reports and assist management with accounting and financial tracking.
- Identify discrepancies, investigate issues, and proactively resolve them.
Purchasing & Vendor Coordination
- Process purchase orders for project materials, equipment, and office needs.
- Coordinate with vendors, track orders and deliveries, and follow up on outstanding items.
- Maintain accurate purchasing records, vendor accounts, and documentation.
- Communicate with project managers, technicians, and suppliers to ensure timely and accurate purchasing.
- Verify pricing, order details, and documentation to minimize errors and delays.
Office Administration & Daily Operations
- Handle daily administrative responsibilities, including paperwork, filing, correspondence, and recordkeeping.
- Prepare, review, and organize company and project-related documentation with a high level of accuracy.
- Answer and direct phone calls, greet visitors, and provide professional customer service.
- Maintain office supplies and coordinate general office needs.
- Support management and other departments with administrative tasks.
- Take full ownership of assigned responsibilities, ensuring both routine and unexpected tasks are completed accurately and on time.
Process Improvement & Technology
- Identify opportunities to simplify and improve administrative and accounting workflows.
- Actively use AI tools and technology to improve productivity, organization, and accuracy.
- Explore task automation and solutions to reduce repetitive manual work.
- Help develop and maintain efficient and consistent internal processes.
Schedule & Benefits
- Full-time, in-person position in North Hollywood, CA
- Monday – Friday | 7:00 AM – 4:00 PM
- Competitive salary based on experience
- Paid time off and holidays
- 401(k) plan
- Opportunity for professional development and long-term growth
Requirements:
Required Qualifications
- Minimum 3 years of hands-on QuickBooks Desktop experience — mandatory.
- Strong accounting knowledge and understanding, including bookkeeping principles, AR/AP, account reconciliations, and financial transactions.
- Minimum 3 years of relevant accounting, bookkeeping, or administrative accounting experience.
- Exceptional attention to detail, especially when handling numbers, paperwork, purchasing, and accounting records.
- Strong organizational and time-management skills, with the ability to prioritize multiple responsibilities.
- Strong sense of ownership and accountability, with the ability to work independently and follow tasks through to completion.
- Proactive problem-solving skills and the ability to identify and resolve issues without constant supervision.
- Proficiency in Microsoft Excel, Word, and/or Google Workspace.
- Professional communication and customer service skills.
- Willingness to learn new technologies and take initiative in using AI tools and automation to improve daily work.
Preferred Qualifications
- Experience in the construction industry, public works projects, or AV integration industry.
- Familiarity with construction billing, payment applications, lien waivers, and project documentation.
- Knowledge of California public works requirements, DIR certified payroll reporting, or prevailing wage documentation.
- Experience with project-based purchasing, vendor coordination, and job costing.
- Experience implementing AI tools, workflow improvements, or administrative task automation.