Accounting Specialist

The Accounting Specialist serves as the technical anchor for the Company’s financial integrity, directly influencing operational agility and the reliability of executive reporting. By executing high-precision oversight of AP and AR life cycles, this role eliminates financial bottlenecks that disrupt live production and ensures the absolute accuracy of the general ledger. Your mastery of complex transactional data, clear communication with internal and external stakeholders, and strict policy compliance provides the foundational data necessary for real-time cost analysis and comprehensive month-end transparency, making you vital to the company’s fiscal health and project scalability.

• End-to-End AP Processing: Manage a high volume of invoices (800+ during peak months), ensuring 100% entry into BILL on a timely basis. Execute meticulous data entry with a strict focus on the "invoice date" to ensure expenses are captured in the correct accounting period adhering to GAAP guidelines.
• Spend & Expense Management: Act as the primary gatekeeper for corporate credit card activity via BILL Spend & Expense; verify all transactions strictly comply with company policy and GL coding standards. Proactively enforce receipt submission and documentation requirements, ensuring all expenses are substantiated and submitted for management approval without delay.
• Precision PO Matching: Verify all invoices against Purchase Orders (POs), confirm appropriate approvals, and close POs upon completion to maintain budget integrity.
• VCC Account Reconciliation: Perform weekly reconciliations of the Virtual Credit Card (VCC) account, ensuring all AP transactions are trued up at month-end to provide a clear picture of outstanding liabilities.
• Labor Expense Management: Proactively track and collect weekly labor invoices ensuring timely receipt and reporting.
• Urgent Payment Prioritization: Maintain and execute payments from the internal payment request spreadsheet for time-sensitive production needs.
• Vendor & Internal Liaison: Act as the technical point of contact for vendors and staff, providing professional verbal and written updates to resolve billing discrepancies and ensure payment continuity.

• Real-Time Cash Application: Maintain total operational continuity through high-speed bank and credit card payment reconciliation. You’ll eliminate project bottlenecks by ensuring all cash is posted and holds are released the moment requirements are met, keeping our field teams moving without delay.
• Deposit Account Reconciliation: Execute weekly reconciliations of the AR deposit cash account, performing a full true-up at month-end to ensure all incoming payments are captured and reported accurately.
• Reporting & Collections: Update and distribute AR reports daily; manage customer refund requests and follow up on aging accounts to ensure liquidity.
• COI Management: Proactively manage and process Certificate of Insurance (COI) requests for AR accounts, ensuring all client insurance requirements are met and documented to prevent project delays or billing holds.
• Client Communication: Professionally interface with clients via phone and email to provide documentation, resolve payment inquiries, and expedite the collections process.
• Portal Management: Manually submit and manage invoices within various 3rd-party client portals for enterprise accounts on terms.

• Operational Support: Perform other related duties and special projects as assigned by management to support the evolving needs of the Accounting department and Company operations.

• BA/BS is preferred.
• Minimum of 3 years of prior A/P and A/R experience.
• Advanced experience with Quick Books Online (QBO) and the Google Workspace (G-Suite) environment (Sheets, Drive, Gmail, Docs).
• Mastery of data manipulation tools including Pivot Tables, VLOOKUP/XLOOKUP, and complex formulas to handle large-scale datasets.
• Experience managing corporate credit card programs.
• Integration and use of third-party applications such as BILL (formerly ) and Extend a plus.
• Solid understanding of GAAP…