Job Description
Position Overview
Midwest Laundries is seeking a detail-oriented and reliable Financial Department Assistant to support the Controller and Finance Department with day-to-day operations, ensuring accuracy, timeliness, and compliance across all accounting and administrative functions. This position plays a critical role in accounts payable, accounts receivable, lease administration, and general financial recordkeeping.
Daily & Weekly Responsibilities
Review and enter vendor bills and match with packing slips and purchase orders. Verify part numbers, pricing, and quantities.
Enter vendor bills into QuickBooks and properly classify all expenses.
File entered bills in Unpaid Vendor Invoices; move to Paid Vendor Invoices after payment.
Record credit card payments and maintain vendor payment records.
Create and email customer invoices daily, including drop-ship orders.
Record payments received, prepare and file deposits, and forward deposits to the Controller for review.
Review unpaid customer invoices and apply payments.
Assist with collections by following up on outstanding balances and documenting communication.
Fulfill customer and vendor requests for W9 and Certificate of Insurance (COI) requests; save all COIs to the shared folder.
Keep vendor and customer information up to date (contacts, billing addresses, emails, phone numbers and credit card numbers on file).
Maintain and organize all accounting binders, ensuring filing systems are current.
Run and distribute weekly reports, including Unpaid Bills Detail and Accounts Receivable Aging.
Prepare checks for signature, create payment envelopes, and handle mailings.
Provide general administrative support to Sales, Service, Parts, and Leadership teams.
Answer phones and direct calls when needed.
Assist with miscellaneous financial reporting and special projects as assigned.
Send all customers new COI when insurance policies renew.
Monthly Responsibilities
Send monthly statements to customers on the last or first day of each month.
Process all monthly lease payments and email lease invoices to customers.
Print and file invoices for laundromats.
Review pending invoices and follow up with originators on status; roll unresolved items to the next month.
Review leases due for renewal and prepare renewal folders for the Controller.
Mail USPS lease invoices as requested by customers.
Assist with counting petty cash and submitting documentation for review.
Assist with recording physical inventory spot counts.
Support preparation for monthly reconciliations and reporting.
Skills & Qualifications
Attention to detail and a high degree of accuracy.
2+ years of accounting or administrative experience preferred.
Proficiency in QuickBooks Enterprise Desktop, Microsoft Excel, Word, and Adobe.
Strong written and verbal communication skills.
Ability to prioritize and manage multiple tasks in a fast-paced environment.
High level of integrity and discretion with financial information.
Familiarity with accounts payable, accounts receivable, and general ledger workflows.
Strong communication skills
Compensation & Benefits
Competitive salary depending on experience: Annual Salary Range $55,000 to $70,000
Paid vacation, sick time, and bereavement leave.
Paid holidays
Health, dental, and vision insurance.
Simple IRA with company contributions.
Pay: $55,000.00 - $70,000.00 per year
Benefits:
Dental insurance
Health insurance
Paid time off
Retirement plan
Vision insurance
Work Location: In person
Midwest Laundries is seeking a detail-oriented and reliable Financial Department Assistant to support the Controller and Finance Department with day-to-day operations, ensuring accuracy, timeliness, and compliance across all accounting and administrative functions. This position plays a critical role in accounts payable, accounts receivable, lease administration, and general financial recordkeeping.
Daily & Weekly Responsibilities
Review and enter vendor bills and match with packing slips and purchase orders. Verify part numbers, pricing, and quantities.
Enter vendor bills into QuickBooks and properly classify all expenses.
File entered bills in Unpaid Vendor Invoices; move to Paid Vendor Invoices after payment.
Record credit card payments and maintain vendor payment records.
Create and email customer invoices daily, including drop-ship orders.
Record payments received, prepare and file deposits, and forward deposits to the Controller for review.
Review unpaid customer invoices and apply payments.
Assist with collections by following up on outstanding balances and documenting communication.
Fulfill customer and vendor requests for W9 and Certificate of Insurance (COI) requests; save all COIs to the shared folder.
Keep vendor and customer information up to date (contacts, billing addresses, emails, phone numbers and credit card numbers on file).
Maintain and organize all accounting binders, ensuring filing systems are current.
Run and distribute weekly reports, including Unpaid Bills Detail and Accounts Receivable Aging.
Prepare checks for signature, create payment envelopes, and handle mailings.
Provide general administrative support to Sales, Service, Parts, and Leadership teams.
Answer phones and direct calls when needed.
Assist with miscellaneous financial reporting and special projects as assigned.
Send all customers new COI when insurance policies renew.
Monthly Responsibilities
Send monthly statements to customers on the last or first day of each month.
Process all monthly lease payments and email lease invoices to customers.
Print and file invoices for laundromats.
Review pending invoices and follow up with originators on status; roll unresolved items to the next month.
Review leases due for renewal and prepare renewal folders for the Controller.
Mail USPS lease invoices as requested by customers.
Assist with counting petty cash and submitting documentation for review.
Assist with recording physical inventory spot counts.
Support preparation for monthly reconciliations and reporting.
Skills & Qualifications
Attention to detail and a high degree of accuracy.
2+ years of accounting or administrative experience preferred.
Proficiency in QuickBooks Enterprise Desktop, Microsoft Excel, Word, and Adobe.
Strong written and verbal communication skills.
Ability to prioritize and manage multiple tasks in a fast-paced environment.
High level of integrity and discretion with financial information.
Familiarity with accounts payable, accounts receivable, and general ledger workflows.
Strong communication skills
Compensation & Benefits
Competitive salary depending on experience: Annual Salary Range $55,000 to $70,000
Paid vacation, sick time, and bereavement leave.
Paid holidays
Health, dental, and vision insurance.
Simple IRA with company contributions.
Pay: $55,000.00 - $70,000.00 per year
Benefits:
Dental insurance
Health insurance
Paid time off
Retirement plan
Vision insurance
Work Location: In person
💡 Quick Summary
Seeking a career-building opportunity? The Financial Department Assistant position is now open for candidates interested in the Accountant Jobs sector. This role in Chicago offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Accountant Jobs is a plus.
