Staff Accountant

Role Summary
The Staff Accountant is responsible for managing accounts payable (AP), accounts receivable (AR), and bookkeeping functions within QuickBooks, ensuring financial integrity, compliance, and efficiency. This role plays a critical part in maintaining accurate financial records, reconciling transactions, and supporting month-end close processes.

The ideal candidate has a strong background in facilities management, construction accounting, and financial operations. A candidate with an MBA, CPA, or CMA is highly preferred, and experience in Big 4 consulting or corporate accounting is strongly desirable.

This is a remote contract role, but candidates must be able to work during U.S. Central Time (CT) business hours to collaborate with internal teams and vendors.

Key Responsibilities
Accounts Payable (AP) & Vendor Management
• Manage AP transactions in QuickBooks, ensuring accuracy in vendor payments, expense coding, and account reconciliation.
• Oversee vendor payment cycles, recurring invoices, and contract-based expenses.
• Reconcile AP sub-ledger to the general ledger, ensuring all transactions are recorded correctly.
• Review and validate purchase orders (POs) against invoices to prevent overpayments or discrepancies.
• Negotiate extended vendor payment terms (60-90 days) to optimize cash flow.
• Establish a vendor payment calendar to eliminate late fees and improve financial forecasting.
• Ensure all vendors submit invoices and AP transactions to Upgrade to see actual info for streamlined processing.
• Monitor AP activity for duplicate payments, fraud risks, and policy compliance.

Accounts Receivable (AR) & Revenue Reconciliation
• Ensure accurate invoicing and payment applications in QuickBooks.
• Monitor customer accounts and collections, following up on outstanding balances.
• Maintain accurate revenue recognition records for financial reporting.
• Work with internal teams to ensure correct customer billing and resolve discrepancies.
• Generate aging reports on outstanding receivables to assist with cash flow management.

Month-End Close & Financial Reporting
• Reconcile QuickBooks AP and AR accounts as part of month-end closing.
• Assist in preparing financial statements, ensuring accuracy and completeness.
• Review and adjust journal entries to ensure proper expense allocation.
• Support financial audits by maintaining complete and well-documented accounting records.

Bookkeeping & General Ledger Management
• Perform bank reconciliations, expense tracking, and financial recordkeeping in QuickBooks.
• Maintain accurate general ledger (GL) entries and ensure proper categorization of transactions.
• Ensure financial reports generated from QuickBooks align with company policies and regulatory standards.

Capital & Operating Expense (CapEx & OpEx) Management
• Classify and track Capital Expenditures (CapEx) vs. Operating Expenses (OpEx).
• Ensure facility maintenance, upgrade, and construction expenses are recorded appropriately.
• Collaborate with finance and operations teams to ensure vendor payments match project milestones.

Financial Compliance & Risk Management
• Maintain compliance with tax regulations, financial policies, and vendor contract terms.
• Ensure lien waivers, insurance certificates, and subcontractor compliance documents are collected and verified before payment.
• Oversee W-9 and 1099 tax form tracking for accurate year-end reporting.
• Ensure AP and AR records are audit-ready and align with GAAP and regulatory standards.

Process Improvement & AP/AR Automation
• Identify opportunities to streamline AP, AR, and bookkeeping functions through automation.
• Implement real-time tracking of financial data to enhance reporting and forecasting.
• Work cross-functionally to optimize reimbursement processes for employees and contractors.
• Develop and maintain standard operating procedures (SOPs) for AP and AR functions.

Qualifications
• Industry Experience (Required): 5+ years facilities management or maintenance services (Construction-only backgrounds without facilities experience will not be considered.)
• Education (Preferred): MBA, CPA, or CMA highly preferred.
• Big 4 Experience (Highly Desirable): Background in audit, consulting, or financial advisory is a plus.
• Technical Proficiency: Strong experience with QuickBooks, Gusto, AP/AR automation tools, and financial reporting systems.
• Financial Acumen: Solid understanding of AP, AR, general bookkeeping, cash flow management, and compliance.
• Attention to Detail: Ability to identify errors, reconcile accounts, and maintain financial accuracy.

PLEASE NOTE:
Due to the high volume of applications please confirm you have 5+ years facilities management or maintenance services industry experience.