Position: Accounting Assistant / Multilingual Interpreter and Translator.
Requirement:
- Trilingual or more fluent in English plus at least two or three additional languages with proven interpreting and translation proficiency.
Position Details:
- Department: Accounting / Finance.
- Reports to: Accountant & Client Success Manager.
- Work schedule: 8:00 a.m. – 5:00 p.m. time zone to be confirmed.
- Hiring target: By end of 2026; no later than end of Q1 2027.
- Role purpose: Provide day-to-day accounting and administrative support, freeing the Accountant to focus on financial analysis and reporting.
Primary Responsibilities:
- Record and categorize routine transactions in QuickBooks using approved supporting documents and account classifications.
- Maintain organized records of receipts, bills, invoices, payment confirmations and accounting files in Google Workspace.
- Prepare bank, credit card, and payment-platform reconciliations; identify unmatched entries and submit differences to the Accountant for review.
- Prepare draft client invoices from verified assignment records, rates and contract information; refer discrepancies for review before issuance.
- Update accounts receivable and accounts payable trackers; prepare outstanding-invoice lists and draft routine follow-up messages for approval.
- Assist with payroll preparation by checking assignment logs, interpreter details, supporting documents and payment records; flag missing or inconsistent information.
- Prepare routine schedules and summaries needed for month-end closing and financial reporting.
- Receive incoming requests by email or phone, capture the required details, and promptly route interpreter booking and assignment requests to Operations; do not independently assign interpreters.
- Track assigned tasks and handoffs in Trello; coordinate status updates through Google Workspace and approved communication channels.
- Ad hoc CEO coverage and task execution: When requested by the CEO, cover tasks including receiving client requests, sending interpreter names, and any related coordination. Complete tasks promptly; nothing held more than 24 hours before action or escalation, and no task left open silently.
- Protect confidential client, interpreter, banking and payroll information and promptly report errors or unusual transactions.
Qualifications and Skills:
- Practical experience in bookkeeping and account reconciliation.
- Working knowledge of QuickBooks, including transaction entry, invoice preparation and reconciliation workflows.
- Comfortable using Trello and Google Workspace Gmail, Google Sheets, Google Docs and Google Drive.
- Strong spreadsheet, record-keeping, communication, organizational and follow-up skills.
- Ability to work accurately with deadlines, handle confidential information and escalate discrepancies.
- Experience in service businesses, payroll documentation or multi-platform payments is an advantage.
Multilingual Interpretation and Translation:
- Linguistic duties, required languages, proficiency standards, scheduling expectations and related KPIs: to be added and approved by the CEO.
Proposed Key Performance Indicators:
- Bookkeeping accuracy: At least 98% of reviewed entries correct; all errors corrected within 1 business day of feedback.
- Transaction entry timeliness: At least 95% of complete, approved source documents entered within 2 business days.
- Reconciliation support: 100% of assigned reconciliations prepared by agreed month-end deadline; all differences listed for review.
- Invoice preparation: At least 98% of draft invoices free of assistant-caused data-entry errors; drafts delivered by assigned deadlines.
- AR/AP tracking: 100% of assigned trackers updated weekly; overdue or unmatched items flagged within 1 business day.
- Payroll documentation: 100% of assigned payroll support checklists completed before internal cutoff; missing items flagged promptly.
- Incoming request routing: At least 95% of incoming Operations requests logged and forwarded within 30 minutes during working hours; urgent requests immediately.
- Trello and communication: 100% of assigned tasks have an owner/status; overdue tasks escalated within 1 business day.
- Ad hoc CEO coverage: All CEO-requested tasks actioned or escalated within 24 hours; no task left open without a status.
- File completeness: At least 98% of sampled records have required supporting documentation and consistent naming.
- Confidentiality and escalation: 100% of suspected sensitive-data incidents or material accounting discrepancies reported immediately.
Terms of Reference:
- Perform assigned routine accounting, recordkeeping and administrative tasks under the supervision of the Accountant & Client Success Manager.
- Prepare, check, document and escalate; the Accountant retains final review of reconciliations, invoice exceptions, payroll data and financial reporting.
- Forward incoming client/interpreter service requests to Operations, which owns scheduling, interpreter selection and assignment fulfillment.
- Use QuickBooks, Trello and Google Workspace in accordance with company access permissions and procedures.
Authority Limits:
- No independent authorization of payments, payroll release, refunds, bank transfers, accounting write-offs or changes to approved rates and contract terms.
- No independent resolution of material financial discrepancies or contractual disputes; escalate to the Accountant.
- No commitment to interpreter availability or client service fulfillment without Operations confirmation.
Onboarding and Review:
- First 30 days: training on Akula workflows, QuickBooks, Trello, Google Workspace and request-routing procedures; supervised transaction entry.
- By 60 days: independently prepare routine entries, trackers and draft reconciliations subject to review.
- By 90 days: consistently meet approved KPIs and reduce the Accountant’s routine administrative workload.
