Position Summary

We are accepting applications for a detail-oriented, proactive Accounting Specialist to join our temporary staff. This role is critical to maintaining accurate financial records, overseeing billing cycles, managing accounts payable and receivable, processing payroll, and supporting compliance and financial reporting efforts. This position requires strong experience in bookkeeping, invoicing, and financial systems, along with the ability to work closely with project managers and leadership to ensure financial integrity and support business growth. Experience in project-based accounting environments (especially in architecture, design, or engineering firms) will be especially valuable.

Key Responsibilities

1. Financial Recordkeeping

• Record all financial transactions, including invoices, receipts, expenses, and reimbursements

• Reconcile monthly bank and credit card statements

• Maintain and classify the general ledger with accuracy

• Manage vendor and contractor data in QuickBooks Online (QBO), including I9s and W9s

• Maintain financial support files in CORE and QuickBooks, including invoice contact spreadsheets and consultant/vendor records

2. Invoicing & Revenue Cycle Management

• Own the monthly invoice cycle (1st–10th), including time entry revisions, expense audits, draft preparation, final review, and distribution

• Coordinate with project managers to set up new projects and phases in CORE, sync with QBO, forecast hours, and maintain invoice templates

• Rollover projects annually and save monthly invoices to company file storage

• Handle invoice collections and consultant accounts payable inquiries

• Enter consultant bills and expenses in CORE and QBO; maintain internal accounting records for reimbursements

3. Accounts Payable & Receivable

• Process incoming vendor bills, schedule payments, and maintain vendor relationships

• Generate client invoices, track receivables, and follow up on overdue payments

• Troubleshoot and resolve AR and AP issues as they arise

4. Payroll Processing

• Collect timesheets and submit to payroll service for hourly employees

• Coordinate payroll runs and ensure tax compliance

• Distribute pay stubs and manage direct deposits

• Work with payroll provider on W2 filing and year-end compliance

5. Compliance & Financial Reporting

• Prepare internal financial reports (profit/loss, balance sheets, etc.) for leadership review

• Track and maintain compliance calendars (business licenses, insurance, state filings)

• Support audit readiness and file organization

• File 1099s and maintain current I9 records

• Submit annual TCAD property inventory and taxes

• Prepare quarterly reports for leadership planning

6. Financial Admin & Strategic Support

• Upload HSA and 401k contributions within required timelines

• Attend finance meetings and support CFO with ad hoc tasks

• Audit profit sharing and bonus distributions semi-annually

• Maintain and update TPA (Target Percentage Allocation) data monthly

Preferred Qualifications

• Minimum 3 years of bookkeeping experience in a professional services environment (e.g., design, architecture, engineering)

• Proficiency with QuickBooks Online (QBO) and Microsoft Excel

• Experience with project accounting software such as BQE CORE, Deltek Ajera, or similar

• Strong understanding of phase-based project billing, including consultant reimbursables and progress billing

• Familiarity with complex invoice formatting aligned with client contracts

• Ability to manage consultant invoicing, expense reconciliation, and collections

• Excellent organizational skills and attention to detail

• Experience working with project managers and design teams to forecast hours, manage budget updates, and keep projects financially aligned

Bonus Experience (Highly Desired)

As we expand into procurement services, experience in the following areas is a strong plus:

• Vendor management, PO tracking, and invoice reconciliation

• Coordinating procurement deposits and milestone client payments

• Inventory and shipping logistics management