Accounting & Operations Specialist

We’re looking for an Accounting & Operations Specialist to join our client’s team and own the day-to-day accounting and financial operations of their business.

We are supporting the launch of a new F1-style thoroughbred racing league where celebrity- and brand-owned teams will compete head-to-head in a season-long competition spanning multiple iconic tracks across the U.S. This is a hands-on role for someone who understands US accounting and bookkeeping, is highly organized, has strong attention to detail, and is comfortable owning processes from start to finish.

You’ll help keep the books accurate, current, and ready for month-end close. You’ll own everything from accounts payable and employee expenses to transaction coding, reconciliations, and first-pass financial reporting.

This is not a role where you simply enter transactions and wait for instructions. We’re looking for someone who can take ownership, spot problems, follow up proactively, and keep things moving.

Estimated Salary: The compensation range for this position is currently being finalized. As part of the application process, please share your expected salary based on your experience and qualifications. Your expectations will be considered as part of the overall compensation discussion, along with the scope and requirements of the role.

KEY RESPONSIBILITIES

Accounts Payable / Bill Pay

• Process and route vendor bills through our AP platform (such as Ramp or Bill.com) for approval and payment.
• Ensure bills are coded accurately to the correct entity, class, and GL account.
• Track payment timing and follow up on outstanding approvals or payments.
• Respond to and resolve routine vendor payment inquiries.
• Maintain clean, complete, and organized AP records.
• Identify and flag discrepancies, duplicate invoices, unusual vendor activity, and other potential issues.

Employee Expense Management

• Own the employee expense reporting process end-to-end.
• Review submitted expenses for policy compliance, appropriate coding, and completeness.
• Chase down missing receipts, memos, and supporting documentation.
• Proactively follow up with employees on outstanding items — polite persistence is an important part of this role.
• Ensure employee expenses are properly categorized and recorded.
• Help maintain and improve our expense policies and documentation.
• Identify recurring expense issues and recommend process improvements.

Transaction Classification & Bookkeeping

• Classify and code AP, employee expenses, credit card transactions, and other financial activity in our accounting system, such as QuickBooks Online.
• Apply the appropriate entity, class, and GL account based on each entity's chart of accounts.
• Review transactions for accuracy and consistency.
• Identify and correct miscoded, duplicate, unusual, or incomplete transactions.
• Keep transactions current so there is minimal cleanup required during month-end close.
• Maintain clean separation of accounting activity across multiple entities.

Month-End Close & Financial Reporting

• Own the first-pass month-end close for assigned entities.
• Reconcile bank accounts and credit card accounts.
• Review transaction coding and ensure accounts are properly categorized before close.
• Investigate discrepancies and resolve outstanding items.
• Prepare monthly P&L and balance sheet reports for internal review.
• Maintain supporting documentation for reconciliations and other close activities.
• Keep leadership informed of outstanding accounting issues and the overall state of the books.
• Serve as the day-to-day point of contact for questions about financial activity and bookkeeping status.

Preferred / Growth Responsibilities

As you become familiar with our business and accounting processes, there is an opportunity to take on more ownership of the close and financial reporting function. This may include:

• Assisting with final monthly financial reporting packages, including P&L, balance sheet, and supporting schedules.
• Identifying and correcting coding errors, misclassifications, and out-of-period transactions before final review.
• Maintaining supporting schedules for items such as:
• Prepaids
• Accruals
• Fixed assets
• Intercompany balances
• Other balance sheet accounts
• Helping improve the speed, accuracy, and reliability of our month-end close process.
• Taking increasing ownership of the books for individual legal entities.
• Understanding entity-specific vendors, approval processes, accounting policies, and intercompany relationships.
• Helping develop better accounting processes, documentation, and controls as the company grows.

What Success Looks Like

After you've settled into the role:

• AP and employee expenses are processed accurately and on time with minimal escalation.
• Bills and transactions are coded correctly at the point of entry.
• Missing receipts, approvals, and documentation are proactively chased down.
• Duplicate invoices, unusual transactions, and discrepancies are caught before they become problems.
• The books are kept current throughout the month rather than cleaned up at the last minute.
• Month-end close happens on a predictable timeline.
• Your first-pass close is organized, reconciled, and ready for review.
• Financial reports are accurate, well-supported, and require minimal rework.
• Each entity's books remain cleanly separated and audit-ready.
• Leadership can ask, “What is the state of the books?” and get a clear, accurate answer without needing to dig through the accounting system themselves.

Why This Role Matters

This role will be a key part of building a reliable financial operating system for our client’s company.

Our client’s company wants their accounting function to be accurate, current, and proactive — not a process where issues pile up until month-end.

You’ll have meaningful ownership over the day-to-day financial operations of the business and, as you demonstrate strong performance, the opportunity to take on increasing responsibility for financial reporting, close, and entity-level accounting.

Requirements

• 3+ years of accounting or bookkeeping experience, with meaningful experience supporting US-based businesses.

• Strong understanding of US accounting and bookkeeping practices.
• Hands-on experience with QuickBooks Online or a comparable accounting system.
• Experience with accounts payable, expense management, reconciliations, and month-end close.
• Strong understanding of GL coding and chart-of-accounts structure.
• Experience preparing or reviewing P&L and balance sheet reports.
• Experience working with bank and credit card reconciliations.
• Strong written and spoken English.
• Comfortable communicating directly with employees, vendors, and internal stakeholders.

Strongly Preferred

• Experience working across multiple entities.
• Experience with Ramp, Bill.com, Brex, Expensify, or similar financial operations platforms.
• US GAAP experience.
• Experience with accruals, prepaids, fixed assets, and supporting schedules.
• Experience working in a startup, high-growth company, or outsourced accounting environment.
• Experience improving accounting processes rather than simply following existing procedures.

Benefits

• Food Allowance
• Government Benefits
• 13th Month pay
• Work Equipment
• Night Differential if applicable (10% of hourly rate)
• 20 Leaves (after 6 months)
• Holiday pay (200% on Regular holidays; 130% on Special holidays)
• Overtime pay (max of 10.25 hrs/day)
• Referral bonus (P10,000 if referral passed and stayed with the company for 3 months)
• HMO (after 6 months)