Bookkeeping & Accounts Payable Specialist

Key Responsibilities

Bookkeeping & Accounts Payable:

• Perform daily/weekly bookkeeping in QuickBooks Online.
• Process incoming vendor invoices, converting purchase orders to bills in QuickBooks and matching them against vendor invoices; flag discrepancies to Operations for approval before proceeding.
• Maintain the PO/bill tracking spreadsheet, updating status as items move from PO → bill → ready for payment.
• Support purchasing coordination alongside the PO/bill workflow.
• Support payroll processing every two weeks, including compiling technician pay and W-2 commission data for review.

Accounts Receivable:

• Generate and send client invoices, including client-specific processes (national-account portals, etc.) per documented instructions.
• Track AR aging and follow up on outstanding invoices.
• Apply and reconcile incoming payments in QuickBooks.

QuickBooks & Financial Reporting:

• Categorize transactions in QuickBooks and Ramp.
• Maintain QuickBooks Projects, including updating project stage (e.g., Deposit Pending → Needs to Order) and tracking budget vs. actuals.
• Update recurring reporting: the GM report, yearly profit tracking, and the master/budget report.
• Support data reporting on existing-customer engagement and lead activity as needed.

Insurance & Compliance:

• Provide W-9 and Certificate of Insurance (COI) documents to customers and vendors on request.
• Route COI requests appropriately (insurance agent + certificate-holder distribution) and reply directly to the requesting customer.
• Track credential/subscription renewals tied to specific property-management accounts and flag renewal or cancellation decisions.
• Coordinate lien waiver notarization: route documents needing a notary to the internal notary, then submit the executed waiver back to the customer/GC.

General Admin:

• Take on light project coordination/communication tasks as workflows mature.