Operations Bookkeeper Specialist

Job Overview

The Operations Bookkeeping Specialist is responsible for maintaining the day-to-day financial health of our maintenance and service operations. This position bridges the gap between completed field service operations and precision corporate accounting, heavily focusing on job costing, corporate accounts payable, trade vendor reconciliations, and robust QuickBooks data integrity.

Core Responsibilities & Duties

1. Full-Cycle Accounts Payable & Trade Vendor Management

• Vendor Ledger Reconciliation: Analyze trade vendor and subcontractor statements, cross-referencing completed work orders to ensure appropriate labor and material allocations in QuickBooks.
• Operational Expense Processing: Categorize and execute online payments via QuickBooks Bill Pay for all corporate operational bills, supplier invoices, and recurring general overhead.
• Disbursement Verification: Investigate and resolve maintenance vendor billing discrepancies, ensuring all necessary documentation and proof of work are verified prior to finalizing payouts.

2. Maintenance Billing, Job Costing & Adjustments

• Work Order Job Costing: Track, assign, and audit material expenses and labor hours against specific maintenance contracts and jobs to ensure project profitability.
• Aging Accounts Recovery: Proactively monitor accounts receivable and aging reports, generating client or owner charges for outstanding maintenance bills aged 30 days and above.
• Ledger Adjustments & Compliance: Calculate, verify, and issue approved financial refunds and credits directly into the system, maintaining flawless audit trails.
• Inquiry Resolution: Serve as the dedicated, primary point of contact for complex financial inquiries and account verifications from clients, managers, and trade vendors.

3. System Auditing & Compliance

• Ancillary Program Audits: Perform routine recurring audits on maintenance service packages, equipment protection program billings, and internal financial setups.
• Diagnostics Clean-up: Take operational ownership of daily system diagnostic reports, proactively troubleshooting errors and clearing discrepancies to maintain total system integrity.

Cross-Functional Support & Backup Coverage

To maintain operational continuity across a high-volume maintenance environment, this role serves as the primary backup for key finance and office operations:

• Maintenance Invoicing: Step in to generate, finalize, and post bills for completed Maintenance Work Orders ready to be invoiced to clients.
• Banking Procedures: Assist with monthly bank and credit card ledger reconciliations.
• General Account Entry: Process standard ad-hoc bill payments and execute designated customer or vendor ledger adjustments as requested by leadership.
• Administrative Operations: Triage the central financial inbox, route correspondence to relevant teams, and assist with portal maintenance to keep communications flowing smoothly.