TITLE

Staff Accountant

LOCATION

Winter Park, Florida

GENERAL DESCRIPTION

Staff Accountant will be responsible for overseeing the billing functions of the company as well as assisting in other accounting department activities such as but not limited to accounts payable. This includes but is not limited to accurately invoicing clients, tracking client payments, resolving billing discrepancies, process AP vouchers, vendor payments and ensuring compliance with company policies and accounting principles. Will work closely with other members of the accounting team, as well as with departments across the organization to ensure smooth and efficient billing and accounts payable processes.

RESPONSIBILITIES

• Invoicing: Generate and distribute accurate and timely invoices to clients based on contractual agreements and billing schedules.
• Billing Documentation: Maintain proper documentation related to billing activities, including contracts, purchase orders, and billing adjustments.
• Payment Processing: Record and reconcile payments received from clients, ensuring all transactions are accurately reflected in the accounting system.
• Billing Discrepancies: Investigate and resolve any discrepancies or issues related to billing, working closely with clients and internal stakeholders to ensure prompt resolution.
• Collections: Monitor accounts receivable aging and follow up with clients on overdue payments, escalating as necessary to ensure timely collection.
• Accounts Payable Processing:
  • Receive, review, and process invoices, expense reports, and payment requests.
  • Verify accuracy of invoices, coding, and approvals according to company policies.
  • Prepare and process electronic payments, including ACH transfers and wire transfers.
  • Match invoices with purchase orders to ensure proper authorization and receipt of goods or services.
  • Assist in the preparation of financial statements, audit schedules, and tax filings
• Vendor Management:
  • Communicate with vendors regarding invoice discrepancies, payment inquiries, and account reconciliations.
  • Maintain vendor records, including contact information, payment terms, and tax documentation.
• Reporting: Prepare weekly reports on billing activities, including AR aging analysis, UR aging analysis, and billing velocity. AP reports Aging summaries and weekly cash requirement reports to support management understanding and decision-making.
• Compliance: Ensure compliance with company policies, accounting principles, and regulatory requirements related to billing, AP, and tax filings.
• Process Improvement: Identify opportunities to streamline billing processes, improve efficiency, and enhance internal controls.
• Audit Support: Assist with internal and external audits by providing documentation and supporting schedules related to billing and AP activities.

Role Expectations

• Timely Invoice Generation and AP/payment processing: The staff accountant is expected to generate invoices and process AP in a timely manner to ensure healthy billing practices and support cash flow management.
• Adherence to Timelines: The Staff Accountant will adhere to established timelines for invoicing and AP activities and prioritize tasks accordingly to meet deadlines.
• Efficient Communication: Prompt and efficient communication with clients/vendors and internal stakeholders is essential to address any inquiries or issues in a timely manner.

DESIRED QUALIFICATIONS

• Bachelor's degree in Accounting, Finance, or a related field.
• 2 years of experience in billing, accounts receivable, and accounts payable role.
• Proficiency in accounting software (e.g., Deltek VantagePoint, QuickBooks) and Microsoft Excel.
• Strong analytical and problem-solving skills.
• Excellent attention to detail and accuracy.
• Effective communication and interpersonal skills.
• Ability to work independently and prioritize tasks in a fast-paced environment.

Note: This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and qualifications may evolve or change over time to meet the needs of the organization.

AOA Company Information

About Us

• From hospitals and astronaut training facilities to restaurants, hotels, and attractions, AOA creates memorable and purpose-driven destinations that surpass expectations and resonate across audiences. As the leading design, production, and project management firm, our team is made up of experts with multifaceted skills that translate across departments, fields, and industries. We handle all aspects of the project life cycle from concept to completion. In short, AOA is as remarkable as the projects we support, and we welcome those who live and work with dedication to quality to join our team.

Benefits and Culture

• At AOA, we take our work and fun very seriously, which is why we prioritize our team members above all else. We are happy to host cookouts, happy hours, lunches, and holiday parties for our team, but the ultimate expression of commitment to our team is in our competitive benefits. We are proud to provide a robust PTO package, a variety of insurance coverages, and special reimbursements for cell phone use, athletic classes, and more. Ultimately, our company is nothing without our team members, and we do all we can to foster an inclusive, supportive, and high-spirited culture.

Core Values:

AOA Vision - To dream, create, and build global experiences of a lifetime.

AOA Mission - To create and build innovative and transformative experiences that astonish and exceed

At AOA, we expect that all employees embrace and uphold our Company Values:

Our Communication is rooted in authentic respect. We recognize that transparency is necessary for building trust and that professionalism is a shared responsibility in all situations.

Our Quality is the gateway to repeat business. We go above and beyond every project to exceed expectations and introduce innovation to novel challenges.

Our Leadership is empowered by organization-wide integrity. We are encouraged to do the right thing, both by acting with productive financial responsibility and by being creative and efficient problem solvers.

Our Teamwork is the foundation of our AOA Family and Community. We work collaboratively to promote diversity in all forms, champion inclusion, and sustain an environment where trust is paramount.

Our Balance is sacred to our quality of life. We want all of our team members to be present at work and in life, to devote time to physical and mental wellness, and to embrace the moment with fun and happiness.

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