Staff Accountant

About Insite Risk Management

Founded in 2002, Insite serves as trusted security advisers for global companies. With backgrounds from federal, state and local law enforcement agencies, corporate security, global law firms and the military, our vertically integrated complimentary disciplines provide the broadest range of solutions to address risks in the virtual world and in real life. Insite provides investigative, threat management, emergency preparedness and protective services in over 90 countries. We always seek forward-looking sophisticated methods to manage risks for our clients. For more information, and our mission statement, please visit: .com.

Position Description: Staff Accountant

As a key member of Insite's Finance team, the Staff Accountant is responsible for owning transactional accounting and the monthly close with precision, while bringing genuine initiative, intuition and judgment to the role. This role blends the steadfast management of accounts payable, accounts receivable, and reconciliations with the proactive, questioning mindset of someone who identifies gaps before they become problems and brings solutions, not just observations. Alongside core accounting duties, this person also provides administrative and compliance support and periodically assists with HR and facilities-related tasks.

The Staff Accountant is the connective tissue between Insite's accounting function, internal program leads, outside vendors, and our clients — a role in which nothing gets past them. This individual works independently across multiple entities in the US and the UK, exercises sound judgment with highly confidential information, and helps shape how the finance function runs, including its growing use of AI-enabled workflows.

Transactional Accounting & Monthly Close

• Manage day-to-day transactional accounting across multiple entities and systems, including client portal set-up/management, 1-touch invoicing, accounts payable and accounts receivable in QuickBooks Online (QBO) and Bill.com. Ensure data syncs smoothly and accurately between ERP system and databases.

• Own the monthly, quarterly, and annual close process end-to-end, closing checklists, and required stakeholder signoffs.

• Reconcile clearing accounts, intercompany accounts and client deposit accounts, investigate and resolve unmatched or un-invoiced balances, and maintain GAAP compliant and audit-ready documentation.

• Review (QA) the profit & loss statement and sales tax reports for discrepancies or outliers, including inaccurate service codes, missing or duplicate invoices, and incorrect sales tax or amortizations.

• Apply working knowledge of GAAP and financial statement fundamentals to catch coding errors and reporting issues before they compound.

Accounts Payable & Accounts Receivable

• Review and QA Smart-Scan vendor bills accurately, routing to program leads for timely approval.

• Manage accounts receivable follow-up through the full aging cycle, applying judgment on tone and escalation with a relationship-sensitive client base.

• Monitor due dates and approvals, including sending proactive reminders to keep payables and receivables on schedule.

Vendor & Compliance Management

• Coordinate new vendor onboarding, including Vendor Onboarding Forms, NDAs, W9s, and Certificates of Insurance (COI).

• Track vendor COI expirations and proactively follow up with vendors to ensure continuous compliance.

• Maintain accurate, audit-ready vendor records and enforce the firm's non-compliance and payment-hold procedures.

Client & Stakeholder Engagement

• Serve as a key point of contact for sales and program leads on client program set-up, billing, invoicing, project accounting, and client-facing financial questions.

• Communicate with confidence and precision, ensuring nothing falls through the cracks between accounting, program leads, and vendors.

• Collaborate cross-functionally to resolve discrepancies or missing information before they delay invoicing or reporting.

Process Improvement, Financial Insight & Quality Control

• Maintain the Master Job Log, Invoice Request Log, and related databases to ensure project, billing, and vendor data stays accurate. Validate the inputs and outputs accordingly and communicate discrepancies.

• Identify process gaps or inefficiencies in existing accounting workflows and proactively propose and implement improvements.

• Support, collaborate on and help expand the firm's use of AI-enabled finance and accounting tools and workflows, including assisting with the implementation and adherence of the same.

• Handle sensitive financial, compensation, and client information with strict discretion.

Required/Desired Skills and Experience

• 1-3 years of experience in transactional accounting within a corporate setting, ideally at a small-to-medium-size company.

• QuickBooks Online and Intuit Assist experience required. Experience with NetSuite is desirable but not required.

• Solid understanding of GAAP and how transactions flow through to the financial statements; CPA not required.

• Advanced Excel proficiency, including use of pivot tables, VLOOKUP/XLOOKUP, formulas, and dashboards.

• Strong working knowledge of database and systems management (i.e. Microsoft 365, Smartsheet, bill.com, Expensify).

• Strong working knowledge of sales tax nexus and application.

• Experience with invoicing platforms (Coupa, ARIBA, OnePass) is desirable.

• Familiarity with and interest in AI tools and their application to accounting and finance workflows.

• Exceptional attention to detail, with an anticipatory, proactive mindset — someone who connects the dots and understands the connection between transactional accounting and financial reporting.

• Strong presence and credibility with internal stakeholders, particularly program leads.

• Ability to manage multiple, shifting priorities calmly and without becoming flustered.

• High integrity and discretion in handling confidential material.

• Ability to work independently while remaining a strong collaborator across departments and entities.

• This is a hybrid position in central Manhattan.