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Accounting Operations Specialist
Position Description: Position Summary
The Accounting Operations Specialist is responsible for overseeing the company’s accounts payable and accounts receivable functions to ensure accurate, timely, and efficient financial operations. This role manages invoicing, collections, vendor payments, account reconciliations, and financial recordkeeping while supporting cash flow management and internal controls. The position serves as a key liaison between customers, vendors, leadership, and internal departments.
Essential Duties and Responsibilities
Accounts Payable
- Process vendor invoices accurately and in a timely manner
- Match purchase orders, receipts, and invoices for accuracy
- Manage payment schedules and ensure timely vendor payments
- Maintain vendor records, W-9s, and supporting documentation
- Resolve invoice discrepancies and vendor inquiries
- Monitor AP aging reports and identify overdue liabilities
- Assist with expense reporting and credit card reconciliations
Accounts Receivable
- Generate and distribute customer invoices
- AIA Billing
- Monitor customer accounts and outstanding balances
- Perform collections activities and follow up on overdue accounts
- Apply customer payments and maintain accurate account records
- Resolve billing discrepancies and customer payment issues
- Maintain AR aging reports and escalate collection risks as needed
- Support lien waiver, compliance, or project billing requirements if applicable
Financial Operations
- Reconcile AP and AR accounts to the general ledger
- Assist with month-end and year-end closing activities
- Maintain accurate financial records and filing systems
- Support audits by preparing requested documentation
- Develop and improve accounting workflows and internal controls
- Assist leadership with cash flow reporting and forecasting
- Ensure compliance with company policies and accounting procedures
Collaboration & Administration
- Coordinate with procurement, project management, payroll, and operations teams
- Provide excellent internal and external customer service
- Identify opportunities for process improvement and operational efficiency
- Maintain confidentiality of financial information
Qualifications
- Bachelor’s degree in Accounting, Finance, or related field preferred
- 3–7 years of experience in accounts payable, accounts receivable, or general accounting
- Strong understanding of accounting principles and financial processes
- Experience with ERP/accounting software and Microsoft Excel
- Strong organizational skills and attention to detail
- Ability to prioritize tasks and manage deadlines independently
- Strong communication and problem-solving skills
Preferred Qualifications
- Experience in construction, integration, technology, or audio visual industries
- Knowledge of job costing and project billing
- Experience managing high invoice volume environments
- Supervisory or process improvement experience
Key Performance Indicators (KPIs)
- AP invoice processing accuracy and turnaround time
- AR collections and reduction in aging balances
- DSO (Days Sales Outstanding)
- Vendor payment timeliness
- Reconciliation accuracy
- Cash application turnaround time
- Audit compliance and documentation quality
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