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.

Accounts Receivable (AR)

• Process and manage accounts receivable, 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

Accounts Payable (AP)

• 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

Vendor and Subcontractor Communication

• 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

Job Costing & Project Financial Support

• Maintain accurate job cost data 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

Financial Operations

• 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

Commissions & Incentives Administration

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

Compliance & Risk Management Administration

• 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

Controller & Leadership Support

• 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
• Assist with cash tracking and reporting

Administrative & General Support

• 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

What success looks like:

• 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