Accounting Associate

Job Description | Accounting Associate

Department: Finance and Accounting
Reports To: Director of Finance
Location: Orlando
Employment Type: Full-Time

About your Role

As an Accounting Associate, you will play a key role in the Accounting & Finance department by ensuring accurate and timely processing of receipts, expense tracking, and job/project costing. This role requires strong attention to detail, organizational skills, and the ability to work in a fast-paced event-rental environment with overlapping projects and deadlines. You will be required to travel to the corporate office in Orlando.

What's a Typical Day Look Like?
Your typical day starts by reviewing incoming vendor invoices and customer payments. You'll monitor team expenses and open receivables, post transactions in QuickBooks, and flag anything unusual.

You'll reconcile payments through Ramp, confirm invoices, match purchase orders, and follow up with team members or vendors on any missing details.

In the afternoon, you'll may meet with the Director of Finance to audit pending invoices and review cash flow. By day's end, you'll have updated records, reconciled accounts, and ensure both receivables and payables are accurate.

What You'll Do

Your duties include, but are not limited to:
Accounts Receivable & Receipts

• Process customer payments (checks, ACH, credit cards, cash receipts).
• Record and reconcile daily receipts against customer accounts.
• Assist with collections follow-up as needed.

Expense Tracking & Accounts Payable Support

• Record and code expenses to appropriate accounts and cost centers.
• Monitor vendor invoices and employee expense reports for accuracy.
• Support timely preparation of expense reports for management.
• Monitor vendor invoices, purchase orders, and employee expense reports for accuracy and policy compliance.
• Administer the Ramp expense and purchasing platform for all company purchases and employee expenses.
• Add new employees to Ramp upon hire and promptly remove terminated employees.
• Review, manage, and approve Ramp balance increase requests.
• Create, manage, and reconcile purchase orders (P.O.s).

Job/Project Costing

• Allocate costs to specific events, projects, or clients.
• Track labor, equipment, material, and third-party vendor costs by job.
• Reconcile project budgets against actual expenses.
• Assist management in analyzing profitability by event/job.

General Accounting Support

• Maintain accurate and organized financial records.
• Assist with month-end close tasks, including journal entries and reconciliations.
• Provide reporting support to CFO and management as needed.

What We're Looking For

• Associate's or Bachelor's degree in Accounting, Finance, or related field preferred.
• 2+ years of accounting experience (event rental, hospitality, or project-based industry a plus).
• Hands-on experience with job/project costing.
• Proficiency in QuickBooks Online (or similar accounting software).
• Strong Microsoft Excel skills (pivot tables, v-lookups, basic formulas).
• High attention to detail, accuracy, and organizational skills.
• Ability to manage multiple priorities in a deadline-driven environment.

Key Competencies

• Analytical Skills - Ability to track and reconcile costs across multiple projects.
• Communication - Clear reporting and collaboration with operations, sales, and management.
• Problem-Solving - Proactive approach to identifying and resolving discrepancies.
• Team Player - Works well with cross-functional teams in a collaborative environment.

What We Offer

We recognize that our team is our greatest asset. As we've grown throughout the years, our people remain at the heart of our success.


To show our appreciation, we offer a generous compensation package that includes:

• Compensation: Competitive salary commensurate with the role
• Pay Cycles: Paid Weekly, on Friday of each week
• Retirement: 401(k) plan with employer matching upon eligibility
• Healthcare: Medical, dental, and vision coverage available
• Life insurance: Group life insurance available if eligible
• Time off: Flexible PTO policy with paid holidays

More About Our Company
We're committed to providing equal employment opportunities (EEO) to all candidates, without discrimination based on race, religion, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, veteran status, or any other characteristic protected by federal, state, or local laws, including Title VII of the Civil Rights Act of 1964 and the Americans with Disabilities Act (ADA). Following the Immigration Reform and Control Act of 1986, all new hires must verify their identity and eligibility to work in the United States.