Accounting Specialist

Job Description

Job Description

Accounting Specialist – CAPEX / OPEX Administrator

Job Description

The Accounting Specialist – CAPEX / OPEX Administrator supports facilities, engineering, and finance teams by maintaining critical financial spreadsheets, tracking capital and operating expenditures, and overseeing budgets for CAPEX/OPEX projects. This role focuses on maintaining and updating existing financial tools, creating and tracking purchase orders, reconciling spend against approved budgets, and ensuring clear financial visibility across departments. The position plays a key part in financial tracking, reporting, and cross-functional coordination to support informed decision-making and budget compliance.

Responsibilities

• Assist with tracking CAPEX and OPEX budgets, forecasts, and actual spend to ensure accurate financial visibility.
• Maintain and update 2–3 critical spreadsheets and financial logs for projects, assets, and repairs, focusing on accuracy and completeness.
• Reconcile invoices, purchase orders, and charges against approved budgets, promptly identifying discrepancies.
• Flag variances, cost overruns, and unapproved expenses for leadership review and follow-up.
• Support capital project requests, approvals, and documentation by maintaining organized and up-to-date records.
• Maintain CAPEX logs, including project status, timelines, and spend-to-date, to support project tracking and reporting.
• Assist with purchase requisitions, capital asset setup, and closeout records to support the full lifecycle of capital projects.
• Coordinate documentation related to asset capitalization, depreciation, and audits to meet financial and compliance requirements.
• Track warranties, vendor contracts, and commissioning documents to support ongoing asset management.
• Track ongoing operating expenses such as maintenance, utilities, and services to support OPEX budget management.
• Assist with service contract administration and renewals to ensure continuity of services and compliance with terms.
• Monitor recurring expenses and cost centers to identify trends and support budget adherence.
• Support cost-saving initiatives by organizing and analyzing spend data and trends.
• Prepare and track purchase orders and invoices, ensuring they align with procurement and approval processes.
• Coordinate with vendors, finance, and internal teams to facilitate timely and accurate payments.
• Maintain vendor files, insurance documents, and contracts in an organized and accessible manner.
• Ensure compliance with procurement policies and approval thresholds throughout the purchasing process.
• Prepare monthly and quarterly CAPEX/OPEX reports for leadership and stakeholders.
• Maintain organized records for audits, inspections, and financial reviews to support internal and external requirements.
• Support leadership with dashboards, summaries, and spend analysis using Excel and other tools as needed.
• Ensure all documentation is accurate, complete, and up to date, including financial logs and supporting records.
• Act as a liaison between Finance, Facilities, Engineering, Operations, Procurement, and project managers for administrative and financial tracking tasks.
• Assist with forecasting, annual budget planning, and financial roll-ups to support strategic planning.
• Ensure expenditures align with company policies, approval thresholds, and internal controls.
• Support internal and external audits for CAPEX and OPEX records by providing accurate and timely documentation.
• Maintain consistency and accuracy in financial documentation and tracking systems.
• Occasionally assist with contracts and payables activities as needed.

Essential Skills

• Experience in CAPEX and OPEX budget management and administration, particularly within an engineering or facilities environment.
• 3+ years of experience using Microsoft Excel for financial tracking, including maintaining and updating spreadsheets and logs.
• Strong understanding of procurement processes, including purchase orders, invoices, and reconciliations.
• Proficiency with Microsoft Office Suite, including Excel, Outlook, and Teams, for communication, reporting, and collaboration.
• Ability to balance multiple priorities and manage time effectively in a dynamic environment.
• Experience with financial analysis and financial tracking in a business or operational setting.
• Familiarity with purchase order creation and tracking, as well as vendor coordination.
• Comfort working with financial data, forecasts, and budgets to support decision-making.

Additional Skills & Qualifications

• Industry experience in engineering-focused CAPEX/OPEX administration is highly beneficial.
• Experience with QuickBooks or similar accounting software is an advantage.
• Familiarity with RFE (Request for Expenditure) or similar approval processes is helpful.
• Dashboard generation skills in Microsoft Excel are a strong plus but not required.
• Associate’s or Bachelor’s degree in accounting, finance, business, or a related field is preferred, with an associate’s degree strongly preferred.
• Strong organizational skills and attention to detail in managing financial records and documentation.
• Effective communication skills for cross-functional coordination with finance, engineering, facilities, operations, and procurement teams.

Work Environment

This is a long-term contract role in a professional, cross-functional business environment. The typical schedule is Monday through Friday, with standard daytime hours such as 7:30 a.m. to 4:30 p.m. or 8:00 a.m. to 5:00 p.m., with only minimal occasional variations as needed. The role involves frequent interaction with Engineering, Facilities/Maintenance, Finance, Operations, and Procurement teams, requiring regular collaboration via Microsoft Excel, Microsoft Office Suite, Outlook, and Teams. Work is primarily office-based, focused on computer-driven tasks such as maintaining spreadsheets, preparing reports, and managing financial documentation in a structured, process-oriented setting.

This is a Contract position based out of San Antonio, TX.

The pay range for this position is $26.00 - $33.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in San Antonio,TX.

This position is anticipated to close on Jun 11, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.