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 Daily Transaction ProcessingProcess and code vendor bills with proper job and class alignmentEnsure all show-related expenses are recorded to the correct jobAttach all supporting documentation (invoices, receipts, approvals) directly to transactions in QuickBooks OnlineReview and clear bank and credit card transactions (no auto-posting)Maintain complete and organized supporting documentation Accounts PayableEnter and manage vendor billsEnsure proper approvals and coding to the correct jobAll 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 approvalValidate that billed amounts align with approved PO commitments (including quantities and pricing)Attach vendor invoices, PO references, and supporting documentation to each bill in QBOLNo payment issued without complete support (PO + documentation + approval)Prepare and execute weekly payment runsCollect and maintain W-9 forms for all new vendors prior to paymentMaintain vendor files (W-9s, 1099 tracking) Committed Costs ManagementTrack and maintain committed costs (purchase orders, vendor commitments)Ensure all commitments are recorded timely and tied to the correct jobReconcile vendor bills against POs and delivery/approval documentationMonitor actual vs. committed costs and flag variancesCoordinate with operations to ensure all costs are captured before job close Job Closeout SupportAssist with job closeout process, including:Ensuring all vendor bills are received, matched, and recordedConfirming all committed costs have been realized or formally closedVerifying all required documentation (POs, approvals, lien releases, invoices) is complete and attachedConfirming revenue is fully invoicedIdentify and resolve open items before job closureSupport reconciliation of final job profitability Bank & Credit Card Reconciliations Sales Tax Reconciliations Month-End Close Support (Completed Contracts Discipline) Cross Training with Accounts Receivable 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 softwareStrong 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.