Accounting & Administrative Assistant-II

At City Wide Facility Solutions, we’re always looking for A-level talent. Imagine an organization where people wake up every morning inspired to grow, be excellent and make an impact. Our passionately engaged A-Team works collaboratively in a fast-paced culture that emphasizes a dedication to serving others with excellence in all we do. Here you will find a high-energy work environment that balances high expectations with coaching, group support, and fun!

Are you someone who thrives in a dynamic environment and loves wearing multiple hats? City Wide is seeking a combined Accounting & Administrative Assistant to join our team in downtown Milwaukee! This versatile role offers an exciting opportunity to manage both the financial and operational aspects of the business while overseeing the recruitment and onboarding of independent contractors (ICs) for our building maintenance services.

In this role, you’ll be responsible for maintaining accurate financial records related to accounts payable and general accounting, while also supporting vendor management, operational administration, and leading our IC recruitment efforts.

The ideal candidate will be highly organized, task-focused, and comfortable at handling customer-facing accounting tasks. You will collaborate with our Operations team to ensure compliance with financial policies and procedures, and support IC audits. It’s a full-time, in-office position, with the expectation of working five days a week. 

What you will do…

Accounting Responsibilities:

• Maintain contract information in CRM
• Process orders and manage documentation for invoices, purchase orders, and supplies
• Manage cash receipts and enter them into accounting software
• Review, code and process vendor invoices for payment
• Ensure compliance with internal controls and accounting policies
• Reconcile vendor statements and resolve discrepancies in a timely manner
• Maintain vendor records and perform periodic audits of data to ensure regulatory compliance
• Manage independent contractor invoices and compliance
• Respond to and resolve inquiries from vendors internal & external sources

IC Recruiter & Administrative Assistant Responsibilities:

• Recruit and onboard sufficient independent contractors (ICs) to service City Wide’s janitorial and non-janitorial accounts
• Manage all IC recruiting activities, including online postings, email campaigns, direct mail/radio advertising, networking events, and social media, to ensure a consistent flow of new IC candidates
• Conduct the initial vetting and screening of prospective ICs
• Complete IC onboarding using the City Wide IC Checklist, verifying and filing all required documentation for compliance
• Enter and maintain IC records in CRM
• Inform the Operations team of all new ICs to ensure timely placement
• Conduct ongoing audits (30, 60, 90 days, 6 months, 1 year) of IC files to ensure they remain up to date and compliant
• Coordinate monthly IC development and engagement events with the Operations team
• Create, send, and manage Exhibit A’s, ensuring information is current in the CRM
• Support operations administration, including customer and IC document management, supply inventory management, regulatory compliance, and client service support
• Attend Sales/Operations handoff meetings for larger accounts
• Assist with client surveys, promotional services, and PB Refund submissions
• Help maintain and promote social media content and assist with the development of the IC newsletter
• Manage City Wide store inventory and answer office phones
• Perform other administrative and office management duties as assigned

You are the Superstar we are looking for if you…

• Have a passion for building strong client and vendor relationships and creating an exceptional customer experience
• Are a self-starter and confident in your instincts- you are not afraid to tackle a challenge, even if it’s new

• Are flexible and resilient when faced with rapid-fire demands on your attention
• Are proactive, forward-thinking and have the ability to “think on your feet”
• Can juggle multiple priorities, excel at being organized and are able to work under tight deadlines
• Aren’t afraid to voice your opinion to make something better
• Solve problems proactively

Requirements

• 1+ years of accounting, collections or related experience or education
• Strong understanding and application of basic accounting rules
• Proficient in accounting software
• Strong attention to detail and follow up/ through
• Excellent verbal and strong written communication skills.
• Proficient in Microsoft Office and knowledge of CRM database.
• Associates Degree in Accounting, preferred

Benefits

City Wide Facility Solutions offers:

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k) with company match
• 15 Days PTO (Paid Time Off)
• Holiday Pay
• Family Leave
• Training & Development
• Wellness Resource

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