Job Details

Account Services Assistant

General Purpose:

The Account Services (AS) Assistant is responsible for supporting the Account Services Department. The AS team is focused on providing top-notch service to all our clients through the successful execution of strategic communication plans and community engagement efforts. You will provide support in invoice preparation, budget tracking, Other Direct Cost (ODC) tracking, and subcontractor and client payment coordination. You are responsible for ensuring all billable items are accounted for in our management software, reviewing time and expenses for accuracy, and collaborating with clients and the internal finance team to ensure timely and accurate invoicing. Additionally, the role involves providing administrative support, managing documentation, compiling project reports, and optimizing internal processes for improved efficiency within the Account Services Department.

What You Will Be Doing:

As an Account Services Assistant, you will be critical in keeping projects, budgets, and administrative processes running smoothly. You'll manage project administration in Kantata, ensuring accurate setup, tracking, and closure of projects while maintaining timesheets and supporting account teams with forecasting and workload management. You will assist with monthly invoice preparation, reviewing time and expenses, coordinating with finance, and liaising with clients to ensure timely payments. Additionally, you will oversee invoice portals, procurement for events, and essential administrative tasks, including reporting, staff additions, and data management. Your keen attention to detail and proactive approach will help optimize workflows, improve efficiency, and support the team's success.

Who You Are

You are a highly organized, proactive, and detail-oriented professional who thrives in a fast-paced environment. With strong communication and multitasking skills, you excel at supporting account teams, managing administrative tasks, and ensuring seamless project coordination. You are adaptable, resourceful, and eager to learn, with a keen ability to anticipate team needs and keep projects on track. Your commitment to accuracy, efficiency, and client service makes you an invaluable asset in driving successful outcomes for both the agency and its clients. The ideal candidate should have a strong background in administrative/operations roles within professional services, with excellent organizational, communication, and financial management skills. Tech-savvy, with the ability to quickly adapt to and master new systems and technologies.

Key Responsibilities

Monthly Invoice Preparation

• Assist with the monthly preparation and submission of accurate client invoices, tracking payments and packages, and coordinating with the accounting team.
• Work with Project Leads to ensure all billable items are accounted for and accurate.
• Monitor budgets and expenses for each account and report discrepancies or potential overages before drafting invoices.
• Conduct a monthly review of time and expenses for all active projects to ensure accuracy, including correct rates, roles, task entries, and descriptions. Verify that all time and expenses are reviewed and approved in Kantata.
• Ensure all ODCs are uploaded and accurately reflected

Invoice payment

• Liaise with the client/client's accounting department to ensure timely payment and/or any discrepancies with invoice updates.
• Support the Agency accounting team with follow-up regarding unpaid invoices.

Administrative Support in Kantata (our billing system)

• Manage internal documentation, updates, and correspondence.
• Setting up projects (tasks, rates, roles, budgets, permissions, etc)
• Closing and archiving projects
• Moving and editing time in Kantata
• Timesheet entry for select team members
• Weekly individual timesheet approval reminders

Reporting & Data Management

• Generates reports on project status, budgets, and team workloads to support decision-making around team allocations.
• Become efficient with monitoring data, budgets and team capacity in Kantata.

Process & Workflow Optimization

• Assist in streamlining internal processes, improving efficiency in invoicing, task management, and team coordination.

Account Support on all Projects

• Understand and navigate all contract terms
• Invoice Portals (Solis, CAPs, etc)
• CMD Forms
• Monthly client timesheets/reports for several clients
• Staff additions
• Event support-supply purchases, equipment, gift cards, etc.
• iStock purchases
• Special projects and tasks as needed

Education and Experience

• Bachelor's degree in Business Administration, Finance, Marketing, Communications, or a related field (or equivalent experience).
• 3+ years of experience in an administrative, account coordination, or operations role within a professional services environment.
• Experience working in professional services (marketing, communications, consulting, or similar industries preferred).
• Strong organizational and multitasking skills, with the ability to pivot and manage multiple deadlines efficiently.
• Proficiency in financial administration, including invoicing, budget tracking, and expense reporting.
• Excellent communication and collaboration skills in a remote environment, as this role interacts with internal teams and clients.
• Proactive problem solver who can anticipate needs and improve operational processes.
• Proficiency in relevant software, such as Microsoft Office (Excel, Word, Outlook), project management tools (Asana, Monday.com), and financial platforms (QuickBooks, Kantata, or similar).

D&A Communications is an equity-first communications agency creating meaningful and lasting social change for over 25 years. We are devoted to bridging the needs of diverse communities and our client's goals through integrated communications, authentic engagement, and public participation programs that create real-world transformation. Our mission is to build human connections and empower all people to make a transformative change that elevates our communities, creating a more just and equitable society.

About Our Culture:

We encourage your ideas and input, and as an equity-first agency, your voice and lived experience make a significant impact both internally and on the communities we serve. We believe in work/life balance and are constantly evolving to meet the ever-changing needs of our employees and our community. We champion making space for our team members to have the freedom to openly and actively contribute their diverse perspectives. We believe that people work best in an environment where they are recognized for their efforts and respected as individuals. We work collaboratively as a team. We measure our success against our values:

Grit - We get s##t done

Courage - We are brave and daring

Intentionality - We are committed to meaningful work and creating impact

Fluency - We are accomplished professionals who stay on the cutting edge of our field

Resilience - We are quick to respond and recover with optimism and conviction

Creativity - We believe in bold, future-focused ideas

We foster a hardworking, passionate, creative, and collaborative culture. D&A also promotes a dynamic working environment, offering full-time jobs with minimal travel requirements and optional remote flexibility. Eligible employees also receive a comprehensive benefits package and competitive compensation that includes medical, dental, and health benefits, LTD, STD, ADD/Life insurance. Plus paid vacation and sick time, holidays, a 401(k) matched by D&A, a professional development stipend, and a monthly phone/internet reimbursement. We strongly believe in and gladly support investing in our employees, their health and well-being, future retirement, and professional development.