Accounting Specialist

Job Description

**MUST RESIDE IN THE ATLANTA, GA AREA to be considered for this Corporate position**

Work at home, remote opportunity (Greater Atlanta area only)

BELAY is a growing and vibrant, Atlanta, GA-based company that offers virtual staffing solutions in the areas of Virtual Assistants, Virtual Bookkeepers, Website Specialists, and Social Media Managers. We are a fast-paced team of high performers that work extremely hard, but also know how to have a great time. Culture is a top priority and our values are lived out daily. Enjoy a recap of one of our company-wide Summits to get a sneak peek into our award-winning culture. The position requirements are listed below.

Note: Although this is a work from home, remote position, you MUST reside in the Greater Atlanta area. Your application will be not be considered if you do not meet this criteria.

Job purpose

The focus of this role is to own the AP and AR functions for BELAY client engagements.

As a member of the BELAY Corporate Team, you are expected to participate in phone calls and meetings (virtual and onsite), while serving as an example of the company’s mission: BELAY exists to glorify God by providing solutions that equip our clients with the confidence to climb higher.

Provide support to our clients, contractors, and internal teams in making informed financial decisions. This role involves client and contractor-facing interactions to resolve discrepancies, provide excellent customer service, and proactively address issues.

Duties and responsibilities

Represent BELAY in a positive and professional manner:

Exemplify our Core Values and Mission Statement to live out BELAY’s culture each day.

Be a good steward of our Vision: “Our vision is to help you achieve your vision."

Collaborate with and help teammates while maintaining a positive and professional attitude; fostering teamwork.

Accounts Receivable

Manage all Accounts Receivable related transactions from our internal CRM system (SalesForce) related to assigned engagement roster

Demonstrate meticulous attention to detail in ensuring that clients are set up correctly in Payment System (Wingspan) upon initiation of Implementation Fee Invoice, utilizing a deep understanding of the process and taking proactive measures to ensure accuracy

Establish and manage Push Pay clients understanding their unique needs to ensure future timely receipt of payment and proactively addressing any potential issues that may arise, demonstrating a high level of customer service and attentiveness

Conduct a thorough review of invoices set up by our CRM system in the Payment System for reasonableness, and proactively resolve errors and discrepancies in a timely manner, while having a proactive approach to identifying and addressing potential issues

Utilize research and analytical skills to resolve invoicing exceptions and disputes, conducting a comprehensive analysis of engagement events to determine the root cause of errors and implementing effective measures to mitigate future discrepancies

Ensure accurate calculations of credits and refunds to clients and recommend process and system improvements to mitigate future errors when discovered

Review Billing Pauses and liaise with CSC team as needed to ensure accurate CRM records

Conduct a thorough review of Final Invoices for clients during terminations of service or buyouts, verifying the correct calculation of the final amount due, and taking proactive measures to ensure accuracy and completeness

Resolve errors between CRM and Payment System and recommend process and system improvements to mitigate future errors when identified

Manage client invoicing that is outside of the Payment System (i.e. 3rd party client systems’ Transcepta and Coupa) with attention to detail and accuracy, ensuring that invoices are processed correctly and in compliance with the client’s unique procedures and guidelines

Demonstrate independent thinking and problem-solving skills in handling billing inquiries or issues, demonstrating the ability to analyze situations, identify root causes, and implement appropriate solutions

Continuously seek opportunities to improve processes, enhance customer service, and contribute to the overall efficiency and effectiveness of the billing and collections function, showcasing a proactive and forward-thinking approach to the role

Cash Receipts

Record daily wire and ACH deposits received by clients with meticulous attention to detail, ensuring accurate and timely entry of financial transactions, and maintaining a high level of accuracy in financial records

Match bank downloads in the Accounting System (QuickBooks Online) with meticulous attention to detail, ensuring that all transactions are accurately reconciled and discrepancies are promptly identified and resolved

Follow established procedures and guidelines to accurately record and match daily wire and ACH deposits in the Accounting System, taking initiative to resolve any discrepancies or errors in a timely manner

Continuously seek opportunities for process improvement in recording and matching bank downloads in the Accounting System, recommending and implementing enhancements to streamline processes and enhance efficiency

Manage Accounts Receivable Aging related to Assigned Engagement Roster

Proactively engage with clients to clear and reprocess bounced payments, demonstrating a deep understanding of the process and utilizing independent problem-solving skills

Demonstrate exceptional customer service when following up with past due clients in a professional manner via email and phone calls to collect funds

Execute the collection process procedures diligently and effectively, while also maintaining open communication with the Client Relations (CR) team regarding uncollected balances and any pause in services, displaying a proactive and solution-oriented approach

Prepare and provide detailed weekly aging report with comprehensive information on unpaid balances and efforts made to collect unpaid balances, requiring keen attention to detail and accuracy

Respond promptly to client inquiries about billing promptly and courteously, going above and beyond to, provide excellent customer service and ensure client satisfaction, while also demonstrating a strong grasp of billing processes and proceduresAdditional Functions

Resolve discrepancies identified during reconciliation processes in a timely and efficient manner, demonstrating a comprehensive understanding of the Accounts Receivable process

Maintain up to date Quickbooks Accounts Receivable records

Proactively address issues and collaborate cross functionally to problem solve and enhance processes

Provide support to the CR Team by completing tasks, requests, and questions related to the assigned engagement roster

Assist with AR-related projects on the finance team, contributing to their successful completion

Accounts Payable Functions

Responsible for all Accounts Payable related transactions from our internal CRM system (SalesForce) related to assigned engagement roster

Timely review and resolution of contractor invoice exceptions and disputes, demonstrating a thorough understanding of the process and attention to detail

Enter miscellaneous contractor invoices into CRM for integration with the Payment System (Wingspan) as needed, ensuring accurate and seamless processing

Contractor Communication

Proactively follow up with contractors regarding unaccepted invoices

Respond timely to contractor emails and support tickets, providing exceptional customer service

Send contractor payout emails for transitions as needed due to system errors

Client Relation (CR) Team Support

Confirm Bookkeeping (BK) Payout amounts for BK engagements on new job postings as needed

Provide support to the CR team by completing tasks, requests, and questions related to the assigned engagement roster, demonstrating proactive and independent thinking

Maintain Vendor Records

Maintain W9's for contractors and vendors stored in the Payment System, ensuring compliance with tax requirements and efficient record-keeping

Manage QuickBooks vendor database, including inactivating vendors as needed to maintain accurate and organized records

Take ownership of resolving discrepancies identified during reconciliation processes, utilizing problem-solving skills and attention to detail to ensure accurate financial records

Assist with AP related projects on the finance team, contributing to process improvement initiatives and demonstrating versatility in finance operations.

Qualifications

The ideal candidate has strong communication skills (both written and verbal) to address contractor and client concerns in a timely and courteous manner. In this position, you must own the details, possess exceptional clerical talents, demonstrate business acumen, and show an understanding of general accounting to include accounts receivable and payable functions. Someone who is intuitive takes initiative and has strong technical skills will thrive in this role. An ability to proactively problem-solve, and appropriately navigate the needs of the finance team.

● BA/BS degree or equivalent work experience

● Must be driven self-starter, a positive thinker, loyal and trustworthy

● Attributes of flexibility, creativity, self-discipline, strong organizational skills, and action-orientation are essential for this role

● Strong verbal and written communication skills

● Team player who is willing and able to “roll-up the shirt sleeves” to get a project done when needed

● A high degree of autonomy with the capability of working remotely

● Strong sense of ownership and responsibility for tasks and deliverables

● Initiative and ability to anticipate and address potential issues

Working conditions

BELAY Corporate, as a virtual company, offers you the ability to work from home full-time. As such, a dedicated and secure workspace, free of distractions is required. Our standard business hours are Monday-Friday. Some roles will require travel.

This role is a full-time, non-exempt, W-2 role with our company. The weekly hours are 40 per week. BELAY is a top-notch, vibrant company with an award-winning culture. Expect to have some fun while being highly engaged in your work. Expect to be a valued team player in a thriving, growing organization.

Physical requirements

This position does not have any physical requirements at this time.

Pay Range

$45,000-$53,000 dependent on experience level

DISCLAIMER: We’ve recently seen job postings claiming to be from BELAY that is not affiliated with our company. Please be sure to only apply to our positions on and only reply to emails ending in @belaysolutions.com.

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