Accounting Specialist / Bookkeeper

Who are we?

25N Coworking was created to usher in the changing work landscape. We are a fast-moving, rapidly growing organization that specializes in hospitality-forward coworking spaces and best-in-class workspace design. We are pioneers in the flex workspace industry, and are powered by the dynamic, forward-thinking, and community-oriented team members that are the face of our company. Together, we’re changing the way we work

Who are you?

You are a self-directed problem-solver with an eye for detail and a dedication to the accuracy of your work. You possess a rich background of bookkeeping experience and are excited to apply that in a role that requires a blend of technological, organizational, and communication skills. Prioritizing and organizing tasks is second nature to you, and you thrive in a supportive work environment where there is room to grow.

Location

Hybrid work-from-home/in-office: The onboarding period (about 1-2 months) will be in-office Monday through Friday, at our Amara Club coworking space in Schaumburg, IL. After the onboarding period, this position will work 2 days per week in-office at the Amara Club and 3 days from home.

Schedule

This part-time role works about 22-28 hours per week, variable depending on the workload of the week. Being familiar with normal accounting cycles, you know the first and last week of the month tend to be heavier, while the middle two weeks tend to be lighter. Working hours will land between Monday-Friday 8a-5p, but can be flexible within that timeframe. There will need to be some working hours each day of the week.

The Objective

You will utilize your bookkeeping experience and accounting acumen to tackle the company’s day-to-day financial tasks. You’ll work alongside our finance team, with primary responsibilities in AI-assisted accounts payable processing, corporate credit card expense management, accounts receivable collections, and bank reconciliations.

Key Responsibilities

Accounts Payable & Vendor Invoice Processing

• Review and validate vendor invoices processed by AI agents, for accurate data entry, general ledger coding, invoice amounts, vendor information, and payment terms across two accounting systems.
• Verify that AI-generated invoice entries accurately reflect the original vendor invoices and supporting documentation.
• Ensure all invoices comply with our established internal controls before being approved for payment.
• Identify, investigate, and correct errors or discrepancies in AI-assisted invoice processing.
• Monitor AI-driven invoice processing workflows to ensure invoices are processed accurately, completely, and on a timely basis.
• Handle invoices requiring manual intervention, like invoice exceptions and unusual transactions.
• Monitor outstanding invoices, payment due dates, and vendor account balances.
• Research and resolve vendor inquiries, invoice discrepancies, and duplicate charges.
• Maintain accurate electronic records of invoices, approvals, and payment documentation.
• Assist with vendor statement reconciliations and month-end accounts payable activities.
• Collaborate with the accounting team to identify opportunities to improve AI-assisted invoice processing, strengthen internal controls, and increase operational efficiency.

Corporate Credit Card Administration

• Review and process employee corporate credit card expense reports, ensuring expenses comply with company policies.
• Verify receipts, business purposes, expense classifications, and required management approvals.
• Follow up with employees regarding missing receipts, incomplete reports, or discrepancies.
• Accurately code and record corporate credit card transactions in the appropriate accounting system.
• Reconcile employee expense reports and supporting documentation to corporate credit card statements.

Accounts Receivable & Collections Support

• Manage accounts receivable collections process to support timely receipt of customer payments.
• Review accounts receivable aging reports and identify overdue balances requiring follow-up.
• Communicate professionally with customers regarding outstanding invoices and payment status.
• Assist with resolving customer billing questions, payment discrepancies, and unapplied payments.
• Document collection activities, customer communications, and payment commitments.
• Collaborate with accounting and operations teams to resolve outstanding receivables and improve collection efficiency.

Bank Reconciliations & General Accounting

• Perform weekly bank reconciliations for multiple company bank accounts, ensuring transactions are accurately recorded and reconciled.
• Identify, investigate, and resolve reconciliation discrepancies in a timely manner.
• Review bank activity for unusual transactions, duplicate entries, and missing postings.
• Record and reconcile bank fees, transfers, and other routine banking transactions.
• Maintain complete supporting documentation for reconciliations and adjusting entries.
• Assist with month-end closing activities, general ledger reconciliations, and other accounting projects as assigned.

Required Qualifications

• High School Diploma. Associate's or bachelor's degree in Accounting, Finance, or a related field is preferred.
• At least 2 years of bookkeeping or accounting experience, including responsibility for accounts payable, accounts receivable, and bank reconciliations.
• Knowledge of basic accounting principles, general ledger transactions, and internal financial controls.
• Experience reviewing vendor invoices, validating accounting entries, and managing approval workflows.
• Experience reconciling multiple bank accounts and researching discrepancies.
• Proficiency with accounting software and the ability to work effectively across multiple financial systems.
• Comfort working with AI-assisted accounting tools, automated workflows, and technology-driven processes.
• Proficiency in Microsoft Excel and Google Sheets, including sorting, filtering, and basic formulas.
• Strong organizational skills, attention to detail, and ability to meet recurring deadlines.
• Excellent written and verbal communication skills.
• Ability to handle confidential financial information with discretion and professionalism.

Preferred Qualifications

• Experience working with QuickBooks, Yardi Voyager, as well as Gmail and Google workspace.
• Experience supporting accounting operations for multiple business entities or locations.
• Familiarity with AI-assisted invoice processing, accounting automation, or automated accounts payable systems.
• Familiarity with corporate credit card expense management systems.
• Experience with accounts receivable aging reports and customer collections.
• Understanding of month-end close procedures and account reconciliation best practices.

Pay & Benefits:

• $25 per hour pay rate.
• A phenomenal team culture of support and inclusiveness.
• Hybrid work schedule (after onboarding period): 3 days per week working from home and 2 days per week in our Amara Club Schaumburg location, which includes...
• • Gorgeous, expertly designed workspace.
  • Bottomless fresh-roasted coffee, tea, and filtered water to power your workday.
  • Access to on-site fitness center.