Account Receivable & Accounting Specialist

Job Summary

We are seeking a detail-oriented and proactive Accounts Receivable & Accounting Specialist to manage our day-to-day financial operations. In this role, you will own the entire customer billing life cycle—from contract creation to collections—while assisting with essential Accounts Payable (AP) data entry, bank and credit card reconciliations, and month-end adjustments (accruals and prepaids).

The ideal candidate is comfortable wearing multiple hats, possesses strong GAAP knowledge (specifically around revenue recognition), and is highly structured in their approach to keeping our books balanced and clean.

Key Responsibilities

Accounts Receivable & Contract Billing (Primary Focus)

• Contract Billing: Own the billing process for all client contracts, ensuring accurate, timely, and compliant invoicing.
• Collections: Monitor aging reports and actively follow up with clients on overdue balances in a professional and courteous manner.
• Revenue Management: Manage accrued and deferred (prepaid) revenue schedules, ensuring revenue is recognized in the correct accounting period.
• Client Relations: Act as the primary point of contact for billing disputes, inquiries, and payment plan negotiations.

Reconciliations & Banking

• Bank Reconciliations: Perform daily and monthly bank reconciliations to ensure general ledger balances match bank activity.

Credit Card Reconciliations: Track, code, and reconcile credit card transactions and employee expenses weekly.

• Payment Processing: Process client credit cards and ACH payments, applying them accurately to corresponding accounts.

Accounts Payable (AP) Support

• Invoice Entry: Receive, review, and accurately enter vendor invoices into the accounting system with correct GL coding.
• W-9 Maintenance: Ensure new vendors are set up correctly with required tax documentation.

Required Qualifications & Skills

• Experience: 4-6 years of experience in full-cycle accounting, bookkeeping, or a combined AR/AP role.
• Education: Associate's or Bachelor's degree in Accounting, Finance, or a related field (or equivalent practical experience).
• Technical Skills: Proficiency in major accounting software (e.g., QuickBooks Online, NetSuite, Sage, or Xero) and advanced Excel skills (VLOOKUPs, pivot tables).
• GAAP Knowledge: Solid understanding of accrual-basis accounting, specifically handling accrued revenue and prepaid expenses.
• Soft Skills: Strong communication skills (crucial for collections and internal collaboration), exceptional attention to detail, and a high level of organization.