Accounting Administrator

Overview
We are looking to hire an experienced Accounting Specialist to process, account, and collect on accounts receivable & payable. This person is responsible for tracking everyday transactions and will provide accounting and clerical support to the Leadership Team.

Ensure daily, weekly, and monthly financial responsibilities are completed with detail, accuracy, completeness and timeliness. If you thrive in a fast-paced environment and are passionate about meticulous bookkeeping this role is perfect for you!

Duties

Accounting Responsibilities

• Maintain accurate records within the accounting system, QuickBooks.
• Verify QuickBooks & Bank Account transactions correspond.
• Prepare reports as requested.
• Assist with month-end closing activities.
• Support audits by providing required documentation.

Accounts Payable Processing

• Receive, review, and process all vendor invoices and bills.
• Verify invoice accuracy, approvals, coding, and supporting documentation.
• Schedule and process vendor payments in accordance with payment terms.
• Maintain organized accounts payable records and documentation.

Accounts Receivable

• Prepare and issue client invoices.
• Manage contract-based monthly billing cycles.
• Process Time & Materials (T&M), change order, and miscellaneous billings.
• Apply customer payments and maintain accurate AR records.
• Monitor AR aging and maintain tight control over outstanding receivables.
• Conduct proactive collection efforts and follow up on past-due accounts.
• Resolve billing discrepancies and payment issues.
• Reconcile customer accounts and statements.
• Coordinate with Leadership Team to ensure accurate and timely billing.
• Prepare AR aging and collections reports for CEO.

Vendor Payments & Expense Tracking

• Process payments for equipment rentals, purchases, supplies, and subcontractor expenses.
• Ensure work orders are fully executed and COI on file prior to payment.
• Track equipment rental costs and allocate charges to the appropriate project.
• Monitor expenditures to ensure proper budget allocation and cost control.
• Resolve invoice discrepancies and vendor inquiries in a timely manner.

Credit Card & Account Reconciliations

• Reconcile monthly company credit card statements and ensure all transactions are properly documented and coded.
• Match receipts and supporting documentation to credit card transactions.

Administrative Duties

• Company Vehicle Tag Registration, Renewals, & Insurance.
• Renew & Maintain Business Licenses (multi-state & multi-city).
• Insurance Administration of project specific COI’s.
• Perform additional duties for business needs.

Experience

• 5+ years of proven experience in accounting environments with a strong understanding of financial concepts and accounting principles.
• Hands-on experience with accounting software such as QuickBooks, Sage or similar platforms.
• Familiarity with public accounting practices and technical accounting standards.
• Strong Math skills and transparent communication with our CEO and COO.
• Strong understanding of accounts payable and accounts receivable.

This role offers an engaging environment where your expertise will directly impact our financial health. Salary amount will be determined by level of experience. In addition to the Salary amount we will be offering a discretionary year end bonus to be determined by the financial success of the company. This role is 100% in office and the hours will be Monday-Friday from 9 a.m. to 5 p.m.

Pay: $58,000.00 - $65,000.00 per year

Benefits:

• 401(k) 4% Match
• Dental insurance
• Disability insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person