Accounting Specialist

Position Overview

The Accounting Specialist is responsible for executing the daily accounting workflow with precision, timeliness, and discipline. This role supports the integrity of financial reporting and job-level profitability by ensuring transactions, committed costs, accruals, and reconciliations are accurate, current, and complete.

Key Responsibilities

1. Daily Transaction Processing

• Process and code vendor bills with proper job and class alignment
• Ensure all show-related expenses are recorded to the correct job
• Attach all supporting documentation (invoices, receipts, approvals) directly to transactions in QuickBooks Online
• Review and clear bank and credit card transactions (no auto-posting)
• Maintain complete and organized supporting documentation

2. Accounts Payable

• Enter and manage vendor bills
• Ensure proper approvals and coding to the correct job
• All vendor bills related to show expenses must reference a valid purchase order (PO)
• Enforce 3-way match: PO Vendor Bill Proof of Delivery and/or required operational approval
• Validate that billed amounts align with approved PO commitments (including quantities and pricing)
• Attach vendor invoices, PO references, and supporting documentation to each bill in QBOL
• No payment issued without complete support (PO + documentation + approval)
• Prepare and execute weekly payment runs
• Collect and maintain W-9 forms for all new vendors prior to payment
• Maintain vendor files (W-9s, 1099 tracking)

3. Accounts Receivable

• Apply customer payments accurately
• Attach customer invoices and supporting documentation to transactions in QBOL
• Monitor aging and escalate issues early
• Support collections follow-up as needed

4. Committed Costs Management

• Track and maintain committed costs (purchase orders, vendor commitments)
• Ensure all commitments are recorded timely and tied to the correct job
• Reconcile vendor bills against POs and delivery/approval documentation
• Monitor actual vs. committed costs and flag variances
• Coordinate with operations to ensure all costs are captured before job close

5. Job Closeout Support

• Assist with job closeout process, including:
  • Ensuring all vendor bills are received, matched, and recorded
  • Confirming all committed costs have been realized or formally closed
  • Verifying all required documentation (POs, approvals, lien releases, invoices) is complete and attached
  • Confirming revenue is fully invoiced
• Identify and resolve open items before job closure
• Support reconciliation of final job profitability

Bank & Credit Card Reconciliations

Month-End Close Support (Completed Contracts Discipline)

Job Qualifications

• 3-5 years of general accounting experience.

• Proficiency with accounting software (Quickbooks online) and intermediate to advanced Microsoft Excel skills. Paychex Flex, Intellivent Job software

• Strong understanding of general ledger accounting principles.

• Ability to identify, troubleshoot, and resolve accounting discrepancies and inefficiencies.

Benefits

• Competitive compensation.

• Medical and dental.

• Opportunity for career advancement.

• Collaborative team environment that values multiple perspectives and fresh thinking.