Accounts Payable and Client Relations Specialist

About the FirmLegacy Offices, LLC—known to clients as The Offices—provides bookkeeping, accounting, tax preparation, and entity compliance services out of Mesa, Arizona. It also maintains the books for affiliated 501(c)(3) charitable organizations, which operate separately from the for-profit practices. The firm serves and administers charitable organizations in addition to high-net-worth families, business owners, and closely held companies, and this position may take on contracted work for Durfee Law Group, PLLC, an estate, tax, and business law firm, from time to time.The RoleThe Accounts Payable and Client Relations Specialist keeps money moving accurately through every entity we support: billing and collecting from clients, paying vendors on time, and recording each transaction in the right set of books. The role touches nearly every client relationship in the firm, so we are looking for someone who brings discretion, organizational rigor, and real care for the client experience to work that has to be right every time.What You'll DoAccounts Receivable and Client BillingPrepare and issue monthly client invoices across legal and accounting engagements, consistent with the terms of each engagement letterCoordinate billing for clients served by both practices so each client receives one clear, consolidated invoicePost client payments, apply receipts to the correct ledgers, handle chargebacks, and make depositsKeep receivables aging current, follow up on outstanding balances with professionalism and sensitivity to the relationship, and escalate delinquent accounts to leadership with recommended next stepsAnswer client billing questions promptly and courteouslySet up new clients in the billing system in coordination with client intakeReconcile the receivables subledger to the general ledgerAccounts PayableReview vendor invoices for documentation and approval before processingEnter and pay vendor invoices, check requests, employee reimbursements, and other disbursements accurately and on scheduleKeep vendor records current, including W-9s and compliance documentationResearch and resolve invoice discrepancies, flag anomalies to leadership, and keep vendors informed of payment statusReconcile the payables subledger to the general ledger and support month-end closeNonprofit and Multi-Entity AccountingRecord contributions and process grant disbursements for the affiliated 501(c)(3) organizations, tracking donor-restricted funds separatelyKeep each entity's books separate and accurate, for-profit and nonprofit alike, including intercompany activity and the allocation of shared costsApply GAAP and nonprofit accounting principles consistently across entitiesSupport external audits, tax filings, and regulatory reporting, including Form 990 workpapers, under the CFO's directionMaintain internal controls that safeguard assets and keep every entity audit-readyReporting and ProcessMaintain organized, audit-ready records for all billing, payment, and deposit activityPrepare monthly aging, cash-flow, and financial summaries for the CFO, with recommendations for actionSupport the annual budget with historical billing and expense dataRecommend improvements to billing, collections, and payables workflows, and help implement accounting-system upgradesServe as the primary point of contact for billing questions from attorneys, accountants, and staff, and train colleagues on billing systems and procedures as neededWhat You BringRequiredThree or more years of experience in accounts receivable, accounts payable, or billing, preferably in a professional services firm (legal, accounting, financial services, or consulting)Working knowledge of GAAP and nonprofit accounting principlesProficiency with accounting or billing software—Odoo, Clio, QuickBooks, Sage, NetSuite, or comparableAdvanced spreadsheet skills and fluency in Google Workspace (Sheets, Docs, and Gmail)A high degree of accuracy in data entry and financial recordkeepingClear written and verbal communication, including the ability to handle sensitive billing conversations with clientsThe ability to manage multiple priorities, meet deadlines, and work independentlyIntegrity, tact, and complete discretion with confidential client and financial informationPreferredBilling experience in a law firm or accounting practiceFamiliarity with trust accounting and IOLTA requirementsNonprofit accounting experience, including donor-restricted fundsExperience in a multi-entity or consolidated accounting environmentAn associate's or bachelor's degree in accounting, business administration, or a related fieldHow We WorkDiscretion. You treat client and financial information with complete confidentiality.Accuracy. You catch discrepancies before they become problems.Client care. You collect with empathy and protect the relationship.Coordination. You move easily between the legal, accounting, and nonprofit sides of the firm.Ownership. You fix issues and improve processes without being asked.Composure. You stay calm and focused through month-end and billing cycles.Position DetailsStandard business hours, in office, with occasional flexibility needed at month-end and during peak billing periodsBenefits: Health BenefitsDaily work alongside attorneys, CPAs, and executive leadershipWe are an equal opportunity employer and consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other status protected by law.E04JI802qqen409dkcb #J-18808-Ljbffr Tech9