We are an established commercial cleaning company looking for an experienced, organized, and dependable Billing, Payroll & Accounting Specialist to join our office team.
This is a hands-on position responsible for high-volume customer billing, Accounts Receivable, Accounts Payable, payroll, vendor compliance, and general accounting administration.
We service a large number of commercial customers and process hundreds of invoices each month, particularly at month-end. The position requires someone who is comfortable managing a high volume of information, learning customer-specific requirements, staying organized, and making sure important details do not fall through the cracks.
Responsibilities
Billing & Accounts Receivable
- Prepare, review, and send hundreds of customer invoices each month
- Manage recurring monthly billing for commercial cleaning accounts
- Verify pricing, service locations, billing periods, purchase orders, and customer-specific requirements
- Track additional services, extra work, and one-time charges to make sure all completed work is properly billed
- Submit invoices through customer portals when required
- Maintain accurate customer billing information and documentation
- Handle invoice corrections, credits, and billing discrepancies
- Monitor Accounts Receivable and aging
- Apply and reconcile customer payments
- Follow up professionally on outstanding and past-due invoices
- Work with operations and management to resolve billing questions or missing information
- Ensure month-end billing is completed accurately and on time
Payroll
- Process payroll accurately and on schedule
- Review employee time records, hours, pay rates, overtime, sick time, and adjustments
- Review and audit payroll before it is finalized
- Identify and resolve missing or incorrect payroll information
- Process payroll corrections and off-cycle payments when necessary
- Reconcile payroll reports and maintain accurate supporting documentation
- Work with management and operations to resolve timekeeping and payroll discrepancies
- Maintain confidentiality of employee payroll and compensation information
- Help ensure payroll records and processes are accurate, complete, and properly documented
Accounts Payable & Vendors
- Review and process vendor invoices
- Prepare and track vendor payments
- Reconcile vendor statements and resolve discrepancies
- Maintain accurate vendor records
- Collect and maintain required vendor documentation, including Certificates of Insurance (COIs), W-9s, and other compliance documents
- Monitor vendor insurance expiration dates and obtain updated certificates when necessary
- Help ensure vendors and subcontractors have required documentation on file before work is performed or payments are processed
- Communicate with vendors regarding invoices, payments, insurance, and required documentation
Accounting & Administration
- Reconcile billing, customer payments, payroll, vendor payments, and other financial transactions
- Maintain accurate and organized accounting records
- Assist with month-end accounting and reporting
- Research discrepancies and follow them through to resolution
- Maintain organized electronic records and supporting documentation
- Assist management with reports, audits, and accounting information as needed
- Follow established accounting procedures and internal controls
- Coordinate with operations and management regarding account changes, billing information, payroll, and vendor matters
- Handle sensitive company, customer, employee, and financial information professionally and confidentially
Qualifications
- 3+ years of experience in billing, Accounts Receivable, bookkeeping, accounting, payroll, or a similar position
- Experience with high-volume invoicing strongly preferred
- Payroll processing experience strongly preferred
- Accounts Payable and Accounts Receivable experience
- Strong Excel and general computer skills
- Experience with accounting and/or payroll software
- Strong attention to detail and accuracy
- Excellent organizational and follow-through skills
- Ability to manage multiple responsibilities and deadlines
- Ability to learn and remember detailed processes and customer-specific requirements
- Ability to identify discrepancies and independently research problems
- Strong written and verbal communication skills
- Reliable, dependable, and able to work independently after training
- Ability to handle confidential information appropriately
- Bilingual English/Spanish strongly preferred
Experience in commercial cleaning, janitorial services, facilities management, property services, landscaping, HVAC, security, staffing, or another recurring service business is a plus.
What We’re Looking For
We need someone who is organized, accurate, reliable, and takes ownership of their work.
There is a lot to learn in this position because we have many customers, employees, vendors, and account-specific requirements. We will provide training on our systems and procedures, but the successful candidate should have a solid accounting/billing foundation, take good notes, follow established processes, and be comfortable managing details independently once trained.
If you have experience with billing, payroll, AP/AR, and high-volume financial administration and enjoy keeping things organized and accurate, we would like to hear from you
Pay: $28.00 - $34.00 per hour
Work Location: In person
