Financial Operations Specialist

2 weeks ago

Santa Barbara, California, United States CLEAR CONSTRUCTION INC Full time
Job Overview

We are seeking an exceptional Financial Operations Specialist to join our team at Clear Construction Inc. in Santa Barbara, CA.

About the Role

This role is responsible for handling a wide range of administrative and office support tasks related to accounts receivable, ensuring the overall efficiency of our operations.

The ideal candidate will be proficient in QuickBooks Time and Sage Intacct, with excellent organizational and time management skills, as well as strong written and oral communication abilities.

A competitive salary of $55,000 - $65,000 per year, depending on experience, is offered, along with a comprehensive benefits package, including insurance, 401(k), paid time off, and mileage reimbursement.

Key Responsibilities
  • Draft, review, and send project invoicing to clients using Sage Intacct.
  • Input pay applications into Sage Intacct/Procore.
  • Own the Accounts receivable and collections processes across multiple entities.
  • Bank deposits.
  • Review, update, and maintain project budgets in Procore.
  • Export weekly time sheets from Quickbooks Time and import to Sage Intacct.
  • Resolve time and cost code entry errors with PMs and other stakeholders.
  • Import new projects into Sage Intacct and Quickbooks Time.
  • Contract administration in Sage Intacct, including change requests and change orders.
  • Prepare and send out invoices in a timely manner to ensure prompt payment.
  • Monitor and reconcile customer accounts to maintain accurate financial records.
  • Process customer payments and apply them to the correct accounts.
  • Investigate and resolve discrepancies in billing and payment processes.
  • Collaborate with sales and customer service teams to address customer inquiries and concerns.
  • Generate aging reports and follow up on overdue accounts to facilitate collections.
  • Maintain accurate records of all transactions in Sage.
  • Perform daily cash application and reconciliation activities.
  • Assist with month-end closing procedures, including reconciliations and reporting.
  • Support the preparation of financial statements and audits by providing necessary documentation.
  • Conduct credit checks and establish credit limits for new customers.
  • Cross-train and mentor other staff on accounts receivable processes and Sage software.
  • Develop and implement efficient processes to improve the accounts receivable workflow.
  • Ensure compliance with company policies and relevant regulations regarding credit and collections.
  • Analyze accounts receivable data to identify trends and areas for improvement.
  • Collaborate with the finance team to manage cash flow projections.
  • Assist in the development of accounts receivable policies and procedures.
  • Prepare and present reports on accounts receivable metrics to management.
  • Maintain strong relationships with customers to promote timely payments and resolve issues.
  • Receive cross-training on AP clerk responsibilities and provide backup and overflow support.
Requirements
  • Work experience as an AR Clerk, Accounting Assistant, Bookkeeper, or similar role.
  • General understanding of Generally Accepted Accounting Principles.
  • Proficient in QuickBooks Time and Sage Intacct.
  • Working knowledge of MS Office and Adobe Acrobat or Bluebeam.
  • Ability to handle multiple tasks and duties simultaneously while maintaining high attention to detail.
  • Strong investigative and problem-solving skills.
  • Outstanding organizational and time management skills.
  • Excellent written communication, including the use of correct grammar and spelling.
  • Excellent oral communication, exemplified by a clear and professional manner of speaking.
  • Willingness to learn new software such as Procore and OneDrive.
  • Willingness to learn about the construction and design industry.
  • Comfortable collaborating with peers and managers.
  • Independently motivated to take on tasks and responsibilities without immediate direction.
  • Discretion and confidentiality.

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