Accounting Director

Job Description: Accounting Director

Position Overview:
The Accounting Director is responsible for successfully entering, managing, and reporting all aspects of the Accounting and Administrative duties for the company. The Accounting Director oversees and executes all record-keeping, communications, and deliverables for the following small business functions: Accounting; Accounts Receivable, Payable, Bookkeeping, Taxes, Payroll, Collections, GL, and Petty Cash. Administrative; Insurance, Compliance, Licenses, Payroll Audits, 401K, and Contract Reviews. The Accounting Director must expeditiously drive deliverables to on-time and on-quality completion while utilizing internal/external resources and customer connections. Continuous improvement and development of ERP systems, software, and reporting mechanisms are required to enhance and streamline efforts. The Accounting Director must meet or exceed established Key Performance Indicators (KPIs) for their department and accomplish quarterly goals.

Oversees: Accounting and Administrative responsibilities.

Report to: Vice President
Outputs: Achieve performance goals

Key Responsibilities:

Accounting

• Accounts Receivable
• Keep accurate records of all financial transactions and accounting data.
• Create and maintain advanced financial statements and reports using Sage and other ERP software.
• Prepare and send customer invoices, pay applications, schedule of values, and credit memos.
• Collect and process customer payments from checks, credit cards, or other platforms.
• Create and maintain aged AR reports and histories for accounts.
• Follow up with customers regarding past due accounts.
• Maintain filing system of customer’s invoices/payments.
• Monthly sales tax reporting via the internet.
• Maintain a spreadsheet of daily operating activity, balance to accounting software.
• Maintain commission spreadsheets for sales staff.
• Reconcile backlog to open confirming orders.
• Accounts Payable
• Data enter vendor invoices into accounting software system.
• Process disbursements.
• Resolve vendor discrepancies.
• Maintain filing system of vendors' invoices/payments.
• Maintain a spreadsheet of daily operating activity, balance to accounting software.
• Payroll
• Using Paychex Flex platform provide - Biweekly time computation and remittal of time for 29 employees.
• Biweekly, monthly, and quarterly tax reporting via the internet.
• Reconcile payroll reports from Paychex / Flex.
• Prepare and data enter payroll journal entries for General Ledger.
• Cash Management
• Create measurements, evaluate, and manage the basic cash flow management of the company.
• Daily or weekly bank deposits.
• Petty cash reconciliation as needed.
• General Ledger
• Reconcile Cash, Accounts Receivable, and Accounts Payable spreadsheet to General Ledger daily balances.
• Month-end financial reports.
• Year-end purging.

Construction Billing & Compliance

• Billing & Invoicing
• Prepare and submit construction billing documents in accordance with contract terms and project requirements.
• Ensure invoices comply with contract-specific billing formats, including AIA forms, industry standards, and proprietary systems.
• Track and manage the status of all submitted invoices to ensure timely approvals and payments.
• Work closely with project managers and customers to resolve discrepancies, retainage issues, and payment delays.
• Lien Waivers & Compliance
• Prepare, track, and process conditional and unconditional lien waivers per contractual and regulatory requirements.
• Ensure lien waiver submissions align with payment schedules and retainage agreements.
• Maintain accurate records of lien releases, contract modifications, and supporting billing documentation.
• Accounts Receivable & Collections
• Monitor accounts receivable aging and proactively follow up on outstanding balances.
• Communicate with clients to resolve billing disputes and facilitate timely payments.
• Implement and support collection strategies to minimize outstanding receivables and reduce payment cycles.
• Maintain clear and professional communication with internal teams and external clients regarding billing status, approvals, and collections.
• Financial & Contract Support
• Maintain organized billing documentation to support audit, financial reporting, and project cost tracking.
• Assist with month-end and year-end closing by providing accurate reports and reconciliations.
• Collaborate with accounting and operations teams to improve billing efficiency and compliance processes.

Administrative

• Insurance
• Annually shop, vet, and determine employee health insurance program.
• Annually shop, vet, and determine company GL and Work Comp insurance.
• License & Compliance
• Maintain company licenses, renewals, payroll audits, and compliance certifications.

Team and Management

• General
• Support leadership of the company with execution of company goals, initiatives, and leadership efforts.
• Compile statistical spreadsheet reports as required by management.
• Receive and distribute mail daily to the proper departments.
• Maintain all equipment, software, and inventory for the Department.
• Drive continuous improvement.
• Assist team when requested.
• Stay updated with all safety procedures and certifications.
• Enforce and deliver the EOS model.
• Support the goals of the organization.
• Other duties as assigned.

Attributes and Skills for Success:

• Analytical skills.
• Communication and interpersonal skills.
• Creativity and intelligence.
• Strong practical skills, logic, and math.
• Thrive in both autonomous or team environments.
• Attention to detail.
• Data entry and 70-80 WPM typing speeds.
• Determination, Respect, Integrity, Teamwork.

Necessary Training & Certifications:

• Bachelor's degree in finance, business administration, accounting, or related area is required.

Job Type: Full-time

Pay: $72,000.00 - $102,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance

Schedule:

• Monday to Friday

Work Location: In person

Salary : $72,000 - $102,000