Accounting Specialist
Merit Restorations, Purcellville, VA, United States
Accounting Specialist
The Accounting Specialist is responsible for executing day-to-day accounting operations that directly support cash flow, job performance, and financial accuracy across the business.
This role plays a critical part in Accounts Receivable, Accounts Payable, job costing, and financial reporting. The Accounting Specialist works closely with the Controller, Project Managers, and vendors to ensure financial data is accurate, timely, and actionable.
This is a hands-on role that requires ownership, attention to detail, and the ability to operate in a fast-paced, high-accountability environment.
Core duties and responsibilities include the following. Other duties may be assigned.
Accounts Receivable (AR)
Process and manage accounts receivable in Sage, including billing, cash applications, and collections tracking
Prepare and issue invoices for residential, commercial, and insurance restoration jobs
Support timely collections by following up with clients, carriers, and partners
Maintain AR aging and communicate risks proactively
Accounts Payable (AP)
Enter and process subcontractor and vendor invoices, including retainage tracking
Prepare AP batches and checks for approval
Process overhead expenses (insurance, vehicles, equipment, etc.)
Ensure subcontractor and vendor compliance documentation is current, including W9s, Certificates of Insurance, subcontracts, and lien waivers
Vendor and Subcontractor Communication
Serve as point of contact for vendors and subcontractors regarding invoices and payment status
Handle phone and email communication professionally and efficiently
Resolve payment inquiries while reinforcing company processes and expectations
Job Costing & Project Financial Support
Maintain accurate job cost data in Sage across contracts, subcontracts, change orders, and purchase orders
Review and audit invoices, pay applications, and job documentation
Support Project Managers with job-level financial information and issue resolution
Route and assign accounting-related questions and ensure follow-through
Financial Operations
Perform weekly bank and credit card reconciliation
Prepare and post journal entries as directed
Assist with monthly close activities and financial reporting preparation
Maintain organized, accurate, and audit-ready records
Commissions & Incentives Administration
Assist with monthly commission tracking, reconciliation, and validation
Support accurate and timely commission payouts
Identify discrepancies and escalate as needed
Compliance & Risk Management Administration
Track and manage Certificates of Insurance, lien waivers, and Notices to Owner
Ensure documentation is complete prior to payment release
Support compliance efforts and risk mitigation
Controller & Leadership Support
Provide data and reporting support for financial statements, audits, and forecasting
Assist with budget tracking and financial analysis inputs
Support process improvements and system optimization within Sage
Assist with cash tracking and reporting
Administrative & General Support
Review employee expense reports and process reimbursements
Maintain organized accounting files and documentation
Assist with incoming calls and general office support as needed
Support audits, fact-checking, and discrepancy resolution
Take ownership of assigned tasks and drive them to completion
What Success Looks Like
Accounts receivable is current and actively managed
Accounts payable is accurate, organized, and compliant
Job cost data is clean and reliable
Vendors and subcontractors are informed and aligned
Project Managers receive fast, accurate financial support
Commissions are accurate and on time
Financial records are organized and audit-ready
The Accounting Specialist is responsible for executing day-to-day accounting operations that directly support cash flow, job performance, and financial accuracy across the business.
This role plays a critical part in Accounts Receivable, Accounts Payable, job costing, and financial reporting. The Accounting Specialist works closely with the Controller, Project Managers, and vendors to ensure financial data is accurate, timely, and actionable.
This is a hands-on role that requires ownership, attention to detail, and the ability to operate in a fast-paced, high-accountability environment.
Core duties and responsibilities include the following. Other duties may be assigned.
Accounts Receivable (AR)
Process and manage accounts receivable in Sage, including billing, cash applications, and collections tracking
Prepare and issue invoices for residential, commercial, and insurance restoration jobs
Support timely collections by following up with clients, carriers, and partners
Maintain AR aging and communicate risks proactively
Accounts Payable (AP)
Enter and process subcontractor and vendor invoices, including retainage tracking
Prepare AP batches and checks for approval
Process overhead expenses (insurance, vehicles, equipment, etc.)
Ensure subcontractor and vendor compliance documentation is current, including W9s, Certificates of Insurance, subcontracts, and lien waivers
Vendor and Subcontractor Communication
Serve as point of contact for vendors and subcontractors regarding invoices and payment status
Handle phone and email communication professionally and efficiently
Resolve payment inquiries while reinforcing company processes and expectations
Job Costing & Project Financial Support
Maintain accurate job cost data in Sage across contracts, subcontracts, change orders, and purchase orders
Review and audit invoices, pay applications, and job documentation
Support Project Managers with job-level financial information and issue resolution
Route and assign accounting-related questions and ensure follow-through
Financial Operations
Perform weekly bank and credit card reconciliation
Prepare and post journal entries as directed
Assist with monthly close activities and financial reporting preparation
Maintain organized, accurate, and audit-ready records
Commissions & Incentives Administration
Assist with monthly commission tracking, reconciliation, and validation
Support accurate and timely commission payouts
Identify discrepancies and escalate as needed
Compliance & Risk Management Administration
Track and manage Certificates of Insurance, lien waivers, and Notices to Owner
Ensure documentation is complete prior to payment release
Support compliance efforts and risk mitigation
Controller & Leadership Support
Provide data and reporting support for financial statements, audits, and forecasting
Assist with budget tracking and financial analysis inputs
Support process improvements and system optimization within Sage
Assist with cash tracking and reporting
Administrative & General Support
Review employee expense reports and process reimbursements
Maintain organized accounting files and documentation
Assist with incoming calls and general office support as needed
Support audits, fact-checking, and discrepancy resolution
Take ownership of assigned tasks and drive them to completion
What Success Looks Like
Accounts receivable is current and actively managed
Accounts payable is accurate, organized, and compliant
Job cost data is clean and reliable
Vendors and subcontractors are informed and aligned
Project Managers receive fast, accurate financial support
Commissions are accurate and on time
Financial records are organized and audit-ready