Accounting and Operations Specialist

Overview
Founded in 1988, The Protocol School of Washington® (PSOW) is an accredited educational institution that provides international protocol, cross-cultural awareness, business etiquette, and image training. It prepares professionals with the critical behaviors necessary to build lasting business relationships. PSOW's reach spans the globe, with more than 6,000 graduates from 90 countries. Learn more by visiting https://www.psow.edu/.

The Accounting and Operations Specialist will provide accounting, compliance, and administrative support to PSOW’s United States (USA) and United Arab Emirates (UAE) office operations for the delivery of their proprietary educational programs.

Duties

Accounting:

• Manage all team expense reports by gathering and compiling receipts, ensuring proper documentation, coding expenses to appropriate accounts, and submitting completed reports in a timely manner.
• Pay bills and manage all incoming invoices promptly to meet payment deadlines.
• Review, code, and reconcile all payments, including invoices, bank statements, credit card statements, and receipts for appropriate projects and expense categories using the chart of accounts.
• Enter financial data into QuickBooks across multiple company accounts, ensuring proper categorization and data accuracy.
• Prepare detailed project cost analysis reports.
• Perform monthly reconciliations for four entities, including:
• Organizing and managing all company receipts;
• Matching and coding receipts to statements;
• Input all transactions into QuickBooks, including intercompany transfers, and ensure proper documentation;
• Managing reconciliations for foreign currency transactions, including applying correct conversion rates and ensuring accurate USD reporting;
• Post monthly depreciation and amortization journal entries in QuickBooks;
• Run and review class reports to prepare and post unearned revenue journal entries for two entities;
• Generate detailed monthly profit and loss reports by class to prepare and post intercompany journal entries for multiple entities;
• Prepare and post journal entries to manage prepaid accounts, including moving current month expenses into prepaid and recognizing expenses from prepaid as appropriate;
• Reconcile accounts payable and accounts receivable, including intercompany accounts, to resolve discrepancies and ensure accurate balance sheet reporting.
• Track expenses and assistance with gathering documentation required for quarterly VAT (Value-Added Tax) submissions in the UAE.
• Assist in managing accounts receivable for prospective training registrants by tracking payments, addressing billing inquiries, providing support throughout the registration process, and ensuring payments are received to complete their enrollment.
• Monitor outstanding accounts receivable and follow up on overdue payments in a professional and timely manner.
• Complete vendor assessments and requests in a timely manner. This includes but is not limited to accessing, navigating, and troubleshooting supplier portals to ensure compliance with vendor requirements.

Compliance:

• Oversee institutional accreditation, licensure, and certification programs by maintaining the renewal calendar and ensuring compliance with regulatory deadlines.
• Read and review current documentation to identify updates, summarize changes, and recommend actions to meet compliance standards.
• Assist with verifying School’s adherence to compliance policies and procedures.
• Prepare and submit draft renewal packets and other compliance applications for review, meeting all necessary documentation and reporting requirements.

Administrative Duties:

• Conduct research, compile data, and prepare materials for consideration and presentation by team members.
• Oversee office services related to records, departmental finances, and budgets. Elevating issues when required.Managing incoming correspondence, including mail, email, and visitor inquiries, by sorting, prioritizing, and distributing items appropriately. Respond directly where appropriate, coordinate team responses, and determine access to specific team members when necessary.
• Oversee remote office management tasks, including scheduling and coordinating with vendors such as building maintenance providers, monitoring and handling incoming mail and packages, and visiting the office at least once a week to ensure smooth operations. File and retrieve corporate documents, records, and reports internally or with relevant authorities.
• Follow-up on directives to ensure action and responsiveness within deadlines.
• Assist with external communications, i.e. live chat, phone inquiries, prospective clients/students.
• Support outreach efforts to prospective students and alumni, including job announcements and enrollment assistance.
• Assist in creation and preparation of proposals, MOUs, and contracts.
• Manage office inventory needs and assist with sourcing suppliers.
• Assist the PSOW President, Vice President, and staff with administrative duties as requested.

Education and Experience

• Minimum of 3-5 years of general accounting experience. Experience working across multiple entities and currencies desired.
• Competency in QuickBooks Desktop is required. Knowledge of QuickBooks Online is a plus.
• Excellent computer skills and proficient in Microsoft Excel, Word, Outlook, and Adobe Acrobat.
• Experience with SharePoint and Salesforce is a plus.
• Excellent attention to detail, organizational skills, and accuracy in entering financial data.
• Proficient in data entry, reporting and analysis.

Position Requires

• The job requires working with a high level of detail with near-perfect accuracy.
• The job requires being transparent, ethical, and courageous and working with a high level of confidentiality.
• The job requires attention to deadlines and the ability to deliver against multiple priorities.
• The job always requires a professional image and a professional presence.
• The job requires a high level of emotional intelligence and the ability to navigate difficult situations.
• The job requires a strong willingness to learn and adapt, with a proactive approach to developing new skills and expanding knowledge in various areas.
• The job requires the ability to adapt to change and learn new technologies and processes as required.
• The job always requires a high level of composure in dealing with high-stress or emotive situations.
• The job requires the desire to take initiative without direction. This includes personal development and problem-solving.
• The job requires the individual to be results-oriented with strong business acumen.
• The job requires a desire to work effectively with others in a manner aligned with personal and corporate core values.
• The job requires establishing personal stretch goals and providing opportunities for personal growth and development.
• The job requires the willingness to lead others, give direction, make decisions, and take responsibility.
• The job requires innovation and creativity in solving problems and resolving issues.
• The job requires analyzing information and using your own expertise to solve complex problems.

Working Conditions:

This position primarily operates in a telecommuting office environment, with standard working hours Monday through Friday, 8:30 a.m. to 5 p.m. ET. However, the role requires in-person work at the office at least once a week, with additional in- office attendance based on business needs. The timing and duration of in-person work will be dictated by the requirements of specific tasks or projects, which may sometimes be communicated on short notice. Flexibility is essential, as work may also include occasional weekend and evening hours, as well as overnight travel.

Join us in this exciting opportunity to contribute to our organization’s success while advancing your career in accounting!

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Commute:

• Columbia, SC 29210 (Required)

Work Location: Hybrid remote in Columbia, SC 29210

Salary : $55,000 - $65,000