Assistant Controller

Assistant Controller

Our client is looking for an Assistant Controller who is experienced and hands-on to own the financial operations of a fast-moving, multi-contract distribution company. This is a genuine leadership role requiring financial judgment, team management, and technical proficiency in Microsoft Dynamics 365 Business Central.

The Assistant Controller will be responsible for the full accounting function including month-end close, accounts receivable, accounts payable, treasury management, tax compliance, and the day-to-day integrity of our client's financial records. The Assistant Controller will directly supervise a team of 4–6 accounting professionals across on-site and offshore functions and will serve as the primary internal authority on Business Central.

Our client works with us for month-end close support, payroll, benefits administration, and commissions. The Assistant Controller will work in close coordination with our Optima team while owning accountability for all accounting outcomes.

Key Responsibilities

1. Month-End Close

• Own and coordinate the full month-end close process in partnership with Optima's fractional controller
• Ensure all journal entries are posted accurately and on time: prepaid expenses, depreciation, commission accruals, payroll JEs, accrued payroll, ASC lease entries
• Prepare and maintain the balance sheet reconciliation file
• Coordinate Grainger rebate accrual and statement reconciliation
• Ensure the financial period is closed in Business Central on schedule
• Review and approve the management financial reporting package (targeting the 12th of each month)

2. Accounts Receivable Oversight

• Supervise all AR functions including customer invoice generation, credit card processing, check scanning, deposit processing via CashPro, and customer payment application in BC
• Oversee SJSU weekly summary billing and ProCo portal integration and error resolution
• Manage AR unapplied payments and ensure timely customer ledger reconciliation
• Supervise collections activities through Summer Corsaro; ensure aging AR is actively managed

3. Accounts Payable Oversight

• Supervise all AP functions including vendor invoice entry in BC, RAMP expense management, non-RAMP vendor expense posting, and vendor credit memo processing
• Oversee vendor payment scheduling via CashPro ACH and NACHA file methods
• Manage vendor credit applications and vendor credit requests
• Ensure PBE vendor invoice and general vendor invoice issues (UOM, pricing, sales tax, RMAs) are resolved accurately and promptly

4. Treasury Management

• Manage daily cash position across BofA Checking, Chase Checking, WCMA accounts, and BofA Line of Credit
• Oversee all bank and credit card reconciliations (target: completed by the 5th of each month)
• Monitor liquidity and working capital; escalate cash flow concerns proactively to ownership
• Manage CashPro banking platform for ACH and wire transactions

5. Tax Compliance & Reporting

• Own CDTFA sales tax reporting and timely remittance — no missed deadlines
• Manage quarterly estimated income tax payments on behalf of the corporation and company officers in coordination with our client's external CPA
• Ensure PTET tax payments are submitted on or before internal deadlines
• Maintain all tax compliance calendars and provide 48-hour advance notice to ownership if any deadline is at risk

6. Accounting Customer Service

• Serve as the primary internal escalation point when Business Central transactions are not flowing correctly — posting errors, integration failures, payment reconciliation issues, and ProCo portal discrepancies
• Triage accounting questions from the operations and sales teams quickly and effectively — distinguish material issues requiring immediate attention from immaterial issues that can be resolved routinely
• Coordinate with BC support resources as needed; document recurring issues and implement process improvements to reduce future errors

7. Team Leadership & Development

• Directly supervise and develop internal staff, and a new offshore AR specialist
• Set clear expectations, provide regular feedback, and hold team members accountable for deadlines and accuracy
• Delegate effectively — distinguish tasks requiring Assistant Controller-level judgment from tasks that can and should be handled by the team
• Build and maintain SOPs for all accounting functions; identify gaps and create new SOPs where none exist
• Support onboarding and cross-training of team members

8. Systems & Process Improvement

• Serve as our client's internal Business Central authority — troubleshoot system issues, train team members, and identify workflow improvements
• Lead the implementation of inventory management in BC (not yet active)
• Maintain and improve the RAMP expense management integration with BC
• Identify opportunities to automate or systematize recurring accounting tasks

What Success Looks Like

In your first 90 days:

• You have completed at least two full month-end closes with Optima's support and are tracking toward independent ownership of the third
• You have met every tax remittance deadline without exception
• You have documented the accounting team's current task distribution and identified at least three SOP gaps to address
• Bank and credit card reconciliations are completed by the 5th of every month
• You have established working relationships with internal Staff and Optima's team

In your first year:

• Month-end close is consistently completed and financials are delivered by the 12th
• Zero missed tax deadlines or unauthorized overtime situations
• Inventory management is active in Business Central
• The accounting team operates with clear accountability, documented SOPs, and measurable output
• You have identified and implemented at least two meaningful process improvements that reduce cost, error rate, or close time

A Note on This Role

Our client is a fast-growing, award-winning small business with the complexity of a mid-market company. Their accounting function touches 7 contract vehicles, 80+ state agency accounts, federal laboratory and VA healthcare customers, and a growing portfolio of local government and utilities relationships. They process high transaction volumes with thin margins and tight deadlines.

The Assistant Controller they hire will have real authority, real visibility, and real accountability. This is not a maintenance role — it is a leadership role in a company that is scaling quickly and needs a financial leader who can build systems, develop people, and own outcomes.

Base Salary

$130,000 – $140,000 depending on experience and BC proficiency

Performance Bonus

Discretionary, based on company performance and individual contribution

Health Benefits

Medical, dental, and vision through our clients group plan

PTO

Competitive PTO package; accrual-based

Work Location

On-site, El Cajon, CA 92020 — full-time, five days per week

Start Date

Immediate / ASAP

Requirements

Minimum Qualifications

The following qualifications are non-negotiable. Candidates who do not meet all of the requirements below will not be considered.

• Microsoft Dynamics 365 Business Central (BC) — demonstrated, hands-on experience. This is an absolute requirement per our fractional controller. Candidates without direct BC experience will not be considered regardless of other qualifications.
• Minimum 5 years of progressive accounting experience, with at least 2 years in an Assistant Controller, Senior Accounting Manager, or equivalent role
• Demonstrated experience supervising and managing an accounting team — not just doing the work, but leading others who do it
• Proven month-end close ownership — able to manage a close calendar, coordinate with