Accounting Operations Manager

The Accounting Operations Manager plays a key role in managing the financial health of the

company with integrity, accuracy, and a commitment to excellence. This role involves

overseeing accounts payable and receivable, reconciling financial records, ensuring compliance

with sales tax regulations, and supporting financial planning and decision-making. The

Accounting Operations Manager will work closely with leadership to maintain transparent

financial records, uphold reliability in financial reporting, and contribute to thoughtful budgeting

efforts, always putting the needs of our customers and team first.

Responsibilities

Financial Record Keeping:

● Maintain accurate and up-to-date financial records, including accounts payable,

accounts receivable, and general ledger entries.

● Handle payroll processing, ensuring accurate calculation of wages, taxes, and

deductions. Address payroll-related inquiries and issues.

● Monitor and control company expenses, identifying opportunities for cost-saving

initiatives.

● Ensure compliance with all federal, state, and local tax regulations. Prepare and file tax

returns as required.

● Collaborate with external auditors during financial audits, providing necessary

documentation and information.

● Maintain organized and secure financial records, ensuring compliance with document

retention policies.

● Maintain reports for P&L and balance sheet.

● Conduct periodic internal audits to ensure compliance with company policies and

industry regulations.

● Assist with financial documentation for insurance claims, tax filings, and audits as

needed.

● Track and analyze financials specific to large-scale commercial restoration projects,

including contract-based billing.

● Ensure proper invoicing, tracking, and reconciliation of insurance payments for

restoration projects.

● Manage financial transactions involving insurance carriers, large-scale restoration

projects, and contract-based billing.

Accounts Payable and Receivable:

● Manage vendor invoices, review for accuracy, and process payments in a timely manner.

● Maintain vendor relationships and resolve any payment discrepancies.

● Generate and send invoices to clients, track payments, and follow up on overdue

accounts.

● Address customer inquiries related to billing.

● Generate reports for both accounts receivable and accounts payable.

● Ensure compliance with lien laws and financial documentation requirements for

insurance-related work.

● Monitor and track retention payments on insurance and commercial jobs.

Financial Reporting and Administrative Support:

● Perform monthly bank and credit card reconciliations, ensuring alignment with bank

statements.

● Prepare and present monthly, quarterly, and annual financial reports to senior

management.

● Assist in the development and monitoring of the company's budget.

● Provide financial insights and recommendations to support decision-making.

● Update information into the customer database and maintain digital files regularly.

● Utilize accounting software (e.g., QuickBooks, Gusto) proficiently to streamline financial

processes.

● Record and track receipts and deposits, maintaining financial organization.

● Manage financial aspects of employee benefits.

● Identify and recommend improvements to financial processes and accounting software.

● Maintain and oversee sales tax compliance, including filing and reporting.

● Handle job costing to track expenses and ensure financial efficiency on projects.

● Work with estimating and claims teams to align financial data from Xactimate/T&M with

company accounting records.

Qualifications

● Bachelor's degree in Accounting or a related field preferred.

● Proven experience in accounting, financial administration, or a similar role.

● Proficiency in accounting software (Quickbooks online preferred), Microsoft Office Suite

(especially Excel), and financial tools.

● Strong understanding of accounting principles, tax regulations, and compliance.

● Excellent attention to detail, organization, and financial management skills.

● Expertise in budgeting, forecasting, cash flow management, and job costing.

● Strong analytical, problem-solving, and communication skills.

● Ability to work independently, meet deadlines, and adapt to industry changes.

● Familiarity with lien laws, collections, payroll processing, and employee benefits.

● Experience managing financials for restoration projects, insurance claims, and

commercial losses.

● Knowledge of Xactimate/T&M and financial reconciliation of insurance payments.