About the role
We are seeking a detail-oriented Accounting Specialist who thrives in a fast-paced environment to support our day-to-day accounting operations. This role will ensure accurate billing and collections, along with completing additional tasks as needed by the accounting department.
The specialist will initially work in QuickBooks Desktop before assisting with a migration to a cloud-based accounting system. This position also supports time-based billing through our time-tracking platform.
You’ll play a key role in improving billing accuracy, maintaining clean Accounts Receivable records, and helping the Accounting Department operate efficiently.
Key Responsibilities
Client Billing & Accounts Receivable (Time Tracking + Accounting Platform)
- Support the billing process using a time-tracking system (review time entries, ensure accuracy, and prepare invoice-ready data)
- Create and send invoices and ensure they are accurately recorded in the accounting system
- Monitor accounts receivable and follow up on overdue invoices
- Maintain AR aging reports and support collection efforts as needed
- Investigate billing questions and discrepancies and resolve issues with internal teams and clients
Accounts Payable Assistance
- Assist in processing vendor bills, contractor invoices, and employee reimbursements
- Ensure proper coding, approvals, and supporting documentation
- Maintain AP aging and resolve discrepancies
- This position will be assisting AP on an as-needed basis
Project Financial Tracking & Reporting
- Support project and client profitability tracking by ensuring time and expenses are coded properly
- Help maintain rate structures, budgets, and billing rules within the time-tracking system
- Provide project-level financial summaries and support internal reporting
Process Improvement & Documentation
- Help improve billing and accounting workflows to reduce manual entry and errors
- Maintain basic documentation for time tracking and billing procedures
Required Qualifications
- 2+ years of experience in accounting, bookkeeping, or finance operations
- Experience working in a cloud-based accounting software platform (e.g., QuickBooks Online, Xero, NetSuite, etc.)
- Experience working in QuickBooks Desktop
- Experience working with a time tracking system (e.g., Harvest, Toggl, Clockify, Hubstaff, etc.)
- Strong understanding of AR/AP, reconciliations, and accounting fundamentals
- Strong attention to detail and ability to manage deadlines and recurring processes
- Comfortable handling confidential financial information
- Clear communication skills and ability to work cross-functionally
Preferred Qualifications
- Experience supporting a professional service, creative, or agency environment
- Familiarity with time-based billing, retainers, project budgets, and scope changes
- Advanced Excel/Google Sheets skills
What Success Looks Like
- Billing and invoicing are accurate, timely, and consistent
- Time tracking data is clean and supports correct client invoicing
- AR is proactively monitored and collections are handled professionally
- Processes improve over time, reducing manual work and billing errors
Salary Range: $70k-80k/yr
