Accounting & Purchasing Specialist

The Accounting & Purchasing Specialist maintains accurate financial records and coordinates purchasing activities that support Accent Consulting’s managed IT services business.

This hands-on position handles daily bookkeeping, customer billing, accounts payable and receivable, account reconciliations, and purchasing coordination. The specialist works closely with leadership, technical staff, vendors, and our external accountant to ensure transactions are accurate, orders are tracked, and financial deadlines are met.

Strong Quick Books Online experience is required.

The successful candidate can independently complete routine bookkeeping tasks after learning our company’s processes.

Key Responsibilities Accounting & Bookkeeping

• Maintain accurate financial records in Quick Books Online, including transaction coding and supporting documentation.
• Prepare and review customer invoices for products, projects, and recurring services.
• Record customer payments, monitor outstanding balances, and professionally follow up on past-due accounts.
• Enter vendor bills, verify charges, and prepare payments for approval.
• Reconcile bank and credit card accounts and investigate discrepancies.
• Review purchasing and billing records across Quick Books Online, HaloPSA, and FlexPoint to identify missing, duplicate, or inaccurate transactions.
• Assist with month-end close by completing assigned reconciliations, organizing records, and researching outstanding items.
• Prepare routine reports on receivables, payables, and other assigned financial activity.
• Coordinate with the external accountant and leadership on accounting questions and requested documentation.

Purchasing & Inventory Coordination

• Process approved purchase requests and create accurate purchase orders.
• Obtain vendor quotes and compare pricing, availability, and delivery timelines.
• Order approved hardware, software, subscriptions, and supplies.
• Track orders, communicate delays, and coordinate receiving with the appropriate team members.
• Match purchase orders, receiving records, and vendor invoices; resolve discrepancies.
• Maintain accurate purchasing and inventory records in HaloPSA.
• Coordinate returns, credits, and warranty-related purchasing documentation.
• Ensure product costs and purchasing information are available for accurate customer billing.
• Follow established spending limits and approval procedures, escalating exceptions as needed.

Process & Administrative Support

• Maintain organized financial, purchasing, and vendor records.
• Protect confidential company, customer, and financial information.
• Document procedures and recommend improvements that reduce errors and delays.
• Provide related administrative support as needed while prioritizing accounting and purchasing deadlines.

Required Qualifications

• At least two years of hands-on bookkeeping or accounting support experience.
• Demonstrated proficiency in Quick Books Online, including transaction entry and bank or credit card reconciliations.
• Experience independently handling accounts payable, accounts receivable, and customer billing.
• Working knowledge of basic accounting principles and accurate transaction coding.
• Strong attention to detail and the ability to research and resolve discrepancies.
• Proficiency with Microsoft Excel, including sorting, filtering, and basic formulas.
• Ability to organize competing priorities, meet recurring deadlines, and follow tasks through to completion.
• Professional communication skills and sound judgment when working with customers, vendors, and coworkers.

Preferred Qualifications

• Experience with HaloPSA, FlexPoint, or similar purchasing, billing, and payment systems.
• Purchasing, inventory, or order coordination experience.
• Experience supporting an MSP, IT consulting company, or other service-based business.
• Relevant accounting coursework, bookkeeping certification, or Quick Books certification.