Senior Accountant

Senior Accountant

We are seeking an experienced, detail-oriented, and highly accountable Senior Accountant to oversee day-to-day accounting activities while providing a high level of financial accuracy, analysis, reconciliation, and operational support.

This role goes beyond transactional bookkeeping. The Senior Accountant will be expected to take ownership of accounting processes, identify discrepancies and financial risks, communicate clearly with internal and external stakeholders, and ensure that financial information is accurate, timely, and properly supported.

The position will manage responsibilities across Accounts Payable, Accounts Receivable, billing, account reconciliations, payroll reconciliation, procurement, sales and purchase orders, and financial reporting support.

The Senior Accountant will work closely with operations, service delivery, project management, procurement, leadership, and clients to maintain strong financial controls, accurate billing, cost visibility, and effective accounting processes within a services and distribution-based environment.

General Accounting & Financial Accuracy

• Maintain accurate and timely financial records in QuickBooks Online in accordance with the company's established chart of accounts.
• Take ownership of the accuracy and completeness of assigned general ledger accounts.
• Allocate expenses, purchases, payroll, receipts, and payments to the appropriate accounts, projects, customers, departments, or cost centers.
• Perform regular reconciliations, including: bank accounts, credit cards, clearing accounts, payroll accounts, vendor accounts, and balance sheet accounts.
• Review financial activity for inconsistencies, unusual transactions, incorrect classifications, or potential errors.
• Investigate discrepancies, determine root causes, and drive issues through resolution.
• Prepare and maintain reconciliation schedules, supporting documentation, and financial workpapers.
• Maintain organized and audit-ready accounting documentation.
• Support month-end accounting activities and ensure assigned accounts are reconciled accurately and on schedule.
• Identify opportunities to strengthen accounting processes, reporting, documentation, and internal controls.

Accounts Payable

• Oversee and process vendor bills while ensuring timely and accurate payments.
• Review expenses for appropriate coding, approvals, supporting documentation, and cost allocation.
• Monitor vendor spending and proactively identify unexpected, unusual, duplicate, or incorrect charges.
• Reconcile vendor statements and resolve discrepancies directly with vendors or internal stakeholders.
• Track recurring vendor expenses and provide visibility into ongoing operational costs.
• Ensure expenses are properly aligned with approved operational, project, and distribution areas.
• Assist in resolving escalated vendor payment or invoice concerns.
• Maintain accurate AP records and supporting documentation.

Accounts Receivable & Billing

• Manage and review customer billing, including: recurring agreement invoices, Time & Material (T&M) billing, and project billing based on approved scopes, milestones, and completion status.
• Review tickets, time entries, sales orders, project information, and supporting documentation prior to invoicing.
• Ensure invoices are accurate, complete, properly supported, and issued according to established schedules.
• Track Accounts Receivable balances and monitor aging.
• Support collection follow-ups and resolution of past-due or disputed balances.
• Investigate billing discrepancies and work cross-functionally to resolve them.
• Maintain consistency and reconciliation between PSA billing information and accounting records.
• Identify billing trends, recurring issues, or process gaps that could impact revenue recognition, collections, or cash flow.

Sales Orders, Purchase Orders & Distribution Support

• Assist with the creation, review, and ongoing maintenance of sales orders and purchase orders.
• Ensure accuracy of: line items, quantities, pricing, cost allocation, and supporting documentation.
• Maintain alignment between sales orders, purchase orders, vendor invoices, customer billing, and distribution records.
• Confirm purchase orders are marked as received once the related goods or services have been delivered.
• Ensure purchase orders are properly closed after vendor invoices have been received and processed.
• Investigate and resolve discrepancies between orders, receipts, costs, and invoices.
• Coordinate with operations, procurement, project management, and service delivery teams to maintain accurate financial and distribution records.

Procurement Support

• Support procurement activities for approved projects, jobs, equipment, and operational requirements.
• Confirm that purchases follow established approval procedures.
• Ensure purchases are appropriately connected to the corresponding sales order, project, customer, or cost center.
• Track procurement activity to maintain accurate cost and margin visibility.
• Review procurement-related discrepancies and coordinate resolution with the appropriate teams.
• Help ensure financial controls are maintained throughout the purchasing process.

Payroll Support & Reconciliation

• Support payroll management and reconciliation activities.
• Reconcile payroll expenses to QuickBooks Online and related accounting records.
• Ensure payroll-related benefits, taxes, deductions, and withholdings are properly recorded.
• Review payroll information for discrepancies or unusual variances.
• Support leadership with payroll reporting, audits, reconciliations, and variance analysis.
• Identify and escalate payroll discrepancies or inconsistencies requiring further investigation.
• Maintain strict confidentiality when handling payroll and employee financial information.

Financial Analysis & Reporting Support

• Prepare and maintain Excel-based reconciliation schedules, financial trackers, and management reports.
• Analyze account activity and identify trends, anomalies, variances, and potential financial risks.
• Support leadership with financial information required for operational decision-making.
• Provide clear explanations of financial discrepancies and recommended corrective actions.
• Assist with financial reporting packages and supporting schedules as required.
• Maintain visibility into costs, receivables, payables, billing activity, and other key financial information.
• Proactively identify opportunities to improve financial reporting and accounting workflows.

Controls, Process Improvement & Accountability

• Follow established accounting procedures, approval workflows, and internal controls.
• Take ownership of assigned accounting responsibilities from identification through resolution.
• Proactively identify errors, risks, discrepancies, and process breakdowns that may affect financial accuracy, billing, expenses, or cash flow.
• Escalate significant financial or operational concerns appropriately.
• Recommend process improvements when recurring accounting issues or inefficiencies are identified.
• Maintain clear supporting documentation for accounting transactions and reconciliations.
• Ensure financial information remains accurate and reconcilable across systems.
• Exercise sound judgment and discretion when handling sensitive financial and payroll information.

Client & Stakeholder Communication

• Clearly explaining accounting discrepancies, financial questions, and required corrective actions.
• Confidently requesting information or supporting documentation from clients and internal stakeholders.
• Presenting financial information in a clear, organized, and professional manner.
• Communicating issues without unnecessary ambiguity and providing appropriate context and recommended next steps.
• Following up proactively on outstanding accounting requirements.
• Representing the company professionally during client meetings, financial discussions, and cross-functional calls.
• Building credibility with stakeholders through accuracy, responsiveness, professionalism, and financial knowledge.