Accounting Specialist

ACCOUNTING SPECIALIST

The Accounting Specialist is responsible for executing day-to-day accounting operations that directly support cash flow, job performance, and financial accuracy across the business.

This role plays a critical part in Accounts Receivable, Accounts Payable, job costing, and financial reporting. The Accounting Specialist works closely with the Controller, Project Managers, and vendors to ensure financial data is accurate, timely, and actionable.

This is a hands‑on role that requires ownership, attention to detail, and the ability to operate in a fast‑paced, high‑accountability environment.

Core duties and responsibilities include the following. Other duties may be assigned.

• Process and manage accounts receivable in Sage, including billing, cash applications, and collections tracking
• Prepare and issue invoices for residential, commercial, and insurance restoration jobs
• Support timely collections by following up with clients, carriers, and partners
• Maintain AR aging and communicate risks proactively

• Enter and process subcontractor and vendor invoices, including retainage tracking
• Prepare AP batches and checks for approval
• Process overhead expenses (insurance, vehicles, equipment, etc.)
• Ensure subcontractor and vendor compliance documentation is current, including W9s, Certificates of Insurance, subcontracts, and lien waivers

• Serve as point of contact for vendors and subcontractors regarding invoices and payment status
• Handle phone and email communication professionally and efficiently
• Resolve payment inquiries while reinforcing company processes and expectations

• Maintain accurate job cost data in Sage across contracts, subcontracts, change orders, and purchase orders
• Review and audit invoices, pay applications, and job documentation
• Support Project Managers with job-level financial information and issue resolution
• Route and assign accounting-related questions and ensure follow-through

• Perform weekly bank and credit card reconciliation
• Prepare and post journal entries as directed
• Assist with monthly close activities and financial reporting preparation
• Maintain organized, accurate, and audit-ready records

• Assist with monthly commission tracking, reconciliation, and validation
• Support accurate and timely commission payouts
• Identify discrepancies and elevate as needed

• Track and manage Certificates of Insurance, lien waivers, and Notices to Owner
• Ensure documentation is complete prior to payment release
• Support compliance efforts and risk mitigation

• Provide data and reporting support for financial statements, audits, and forecasting
• Assist with budget tracking and financial analysis inputs
• Support process improvements and system optimization within Sage
• Assist with cash tracking and reporting

• Review employee expense reports and process reimbursements
• Maintain organized accounting files and documentation
• Assist with incoming calls and general office support as needed
• Support audits, fact‑checking, and discrepancy resolution
• Take ownership of assigned tasks and drive them to completion

• Accounts receivable is current and actively managed
• Accounts payable is accurate, organized, and compliant
• Job cost data is clean and reliable
• Vendors and subcontractors are informed and aligned
• Project Managers receive fast, accurate financial support
• Commissions are accurate and on time
• Financial records are organized and audit‑ready

• Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred
• 1–3+ years of accounting or bookkeeping experience (construction or restoration experience preferred)
• Experience with Sage or similar accounting software preferred, as well as Microsoft Office (Excel, Outlook, Word)
• Ability to learn DASH, Xactimate, and Office
  365 systems
• Understanding of core accounting principles (AR, AP, job costing, reconciliations)
• Strong attention to detail and organization
• Ability to manage multiple priorities and meet deadlines
• Clear and professional communication with vendors, clients, and internal teams
• Strong problem‑solving and follow‑through
• Ability to work independently supporting active restoration operations in a fast‑paced environment
• Ability to work onsite in our Purcellville, VA office. Standard office hours are 8:00 AM to 5:00 PM (flexibility required)

• 401(k) matching
• Health, Vision, Dental, Life Insurance
• Unlimited PTO
• Company Phone / Computer