Accounting & Operations Specialist | Work From Home  

We’re looking for an Accounting & Operations Specialist to join our client’s team and own the day-to-day accounting and financial operations of their business.

You’ll help keep the books accurate, current, and ready for month-end close. You’ll own everything from accounts payable and employee expenses to transaction coding, reconciliations, and first-pass financial reporting.

Key Responsibilities

Accounts Payable / Bill Pay

• Process and route vendor bills through our AP platform (such as Ramp or Bill) for approval and payment.
• Ensure bills are coded accurately to the correct entity, class, and GL account.
• Track payment timing and follow up on outstanding approvals or payments.
• Respond to and resolve routine vendor payment inquiries.
• Maintain clean, complete, and organized AP records.
• Identify and flag discrepancies, duplicate invoices, unusual vendor activity, and other potential issues.

Employee Expense Management

• Own the employee expense reporting process end-to-end.
• Review submitted expenses for policy compliance, appropriate coding, and completeness.
• Chase down missing receipts, memos, and supporting documentation.
• Proactively follow up with employees on outstanding items — polite persistence is an important part of this role.
• Ensure employee expenses are properly categorized and recorded.
• Help maintain and improve our expense policies and documentation.
• Identify recurring expense issues and recommend process improvements.

Transaction Classification & Bookkeeping

• Classify and code AP, employee expenses, credit card transactions, and other financial activity in our accounting system, such as QuickBooks Online.
• Apply the appropriate entity, class, and GL account based on each entity's chart of accounts.
• Review transactions for accuracy and consistency.
• Identify and correct miscoded, duplicate, unusual, or incomplete transactions.
• Keep transactions current so there is minimal cleanup required during month-end close.
• Maintain clean separation of accounting activity across multiple entities.

Month-End Close & Financial Reporting

• Own the first-pass month-end close for assigned entities.
• Reconcile bank accounts and credit card accounts.
• Review transaction coding and ensure accounts are properly categorized before close.
• Investigate discrepancies and resolve outstanding items.
• Prepare monthly P&L and balance sheet reports for internal review.
• Maintain supporting documentation for reconciliations and other close activities.
• Keep leadership informed of outstanding accounting issues and the overall state of the books.
• Serve as the day-to-day point of contact for questions about financial activity and bookkeeping status.

Preferred / Growth Responsibilities

As you become familiar with our business and accounting processes, there is an opportunity to take on more ownership of the close and financial reporting function.

• 3+ years of accounting or bookkeeping experience, with meaningful experience supporting US-based businesses.
• Strong understanding of US accounting and bookkeeping practices.
• Hands-on experience with QuickBooks Online or a comparable accounting system.
• Experience with accounts payable, expense management, reconciliations, and month-end close.
• Strong understanding of GL coding and chart-of-accounts structure.
• Experience preparing or reviewing P&L and balance sheet reports.
• Experience working with bank and credit card reconciliations.
• Strong written and spoken English.
• Comfortable communicating directly with employees, vendors, and internal stakeholders.

Strongly Preferred

• Experience working across multiple entities.
• Experience with Ramp, Bill, Brex, Expensify, or similar financial operations platforms.
• US GAAP experience.
• Experience with accruals, prepaids, fixed assets, and supporting schedules.
• Experience working in a startup, high-growth company, or outsourced accounting environment.
• Experience improving accounting processes rather than simply following existing procedures.