Accounting Specialist

Essential Duties & Responsibilities

• Accounts Receivable (AR): Process and manage accounts receivable in Sage, including billing, cash applications, and collections tracking.
• Support timely collections by following up with clients, carriers, and partners.
• Maintain AR aging and communicate risks proactively.
• Accounts Payable (AP): Enter and process subcontractor and vendor invoices, including retainage tracking.
• Prepare AP batches and checks for approval.
• Process overhead expenses (insurance, vehicles, equipment, etc.).
• Ensure subcontractor and vendor compliance documentation is current, including W9s, Certificates of Insurance, subcontracts, and lien waivers.
• Vendor and Subcontractor Communication: Serve as point of contact for vendors and subcontractors regarding invoices and payment status.
• Handle phone and email communication professionally and efficiently.
• Resolve payment inquiries while reinforcing company processes and expectations.
• Job Costing & Project Financial Support: Maintain accurate job cost data in Sage across contracts, subcontracts, change orders, and purchase orders.
• Review and audit invoices, pay applications, and job documentation.
• Support Project Managers with job-level financial information and issue resolution.
• Route and assign accounting-related questions and ensure follow-through.
• Financial Operations: Perform weekly bank and credit card reconciliation.
• Prepare and post journal entries as directed.
• Aid in monthly close activities and financial reporting preparation.
• Maintain organized, accurate, and audit-ready records.
• Commissions & Incentives Administration: Assist with monthly commission tracking, reconciliation, and validation.
• Identify discrepancies and escalate as needed.
• Compliance & Risk Management Administration: Track and manage Certificates of Insurance, lien waivers, and Notices to Owner.
• Ensure documentation is complete prior to payment release.
• Support compliance efforts and risk mitigation.
• Controller & Leadership Support: Provide data and reporting support for financial statements, audits, and forecasting.
• Aid in budget tracking and financial analysis inputs.
• Support process improvements and system optimization within Sage.
• Aid in cash tracking and reporting.
• Administrative & General Support: Review employee expense reports and process reimbursements.
• Maintain organized accounting files and documentation.
• Aid in incoming calls and general office support as needed.
• Support audits, fact-checking, and discrepancy resolution.

Requirements

• Associate's or Bachelor's degree in Accounting, Finance, or related field preferred.
• 1-3+ years of accounting or bookkeeping experience (construction or restoration experience preferred).
• Experience with Sage or similar accounting software preferred, as well as Microsoft Office (Excel, Outlook, Word).
• Ability to learn DASH, Xactimate, and Office365 systems.
• Understanding of core accounting principles (AR, AP, job costing, reconciliations).
• Strong attention to detail and organization.
• Ability to manage multiple priorities and meet deadlines.
• Clear and professional communication with vendors, clients, and internal teams.
• Strong problem-solving and follow-through.
• Ability to work independently supporting active restoration operations in a fast-paced environment.
• Ability to work onsite in our Purcellville, VA office.
• Standard office hours are 8:00 AM to 5:00 PM (flexibility required).

Benefits

• 401(k) matching
• Health, Vision, Dental, Life Insurance
• Unlimited PTO
• Company Phone / Computer