Accounting Operations Specialist

Discover your 100% YOU with MicroSourcing

Position: Accounting Operations Specialist
Work setup & shift: Hybrid, Night shift

Why join MicroSourcing?

You'll Have

• Competitive Rewards: Enjoy above-market compensation, healthcare coverage on Day 1, plus one or more dependents, paid time off with cash conversion, group life insurance, and performance bonuses.
• A Collaborative Spirit: Contribute to a positive and engaging work environment by participating in company-sponsored events and activities.
• Work-Life Harmony: Enjoy the balance between work and life that suits you with flexible work arrangements.
• Career Growth: Take advantage of opportunities for continuous learning and career advancement.
• Inclusive Teamwork: Be part of a team that celebrates diversity and fosters an inclusive culture.

Your Role

As a Accounting Operations Specialist, you will support the company's day-to-day accounting operations using QuickBooks Online (QBO) while maintaining accurate customer and vendor records. You will also manage assigned accounting and direct-ship processes, ensuring exceptions are investigated and resolved promptly.

• Enter and review vendor bills in QuickBooks Online, verifying invoice details, payment terms, coding, quantities, pricing, freight, totals, and supporting documentation.
• Investigate duplicate invoices, billing discrepancies, and other exceptions, making authorized corrections and escalating unresolved issues when necessary.
• Review invoicing exceptions and manually process invoices when automated workflows require intervention, ensuring completed invoices are properly issued to customers.
• Manage prepaid orders by coordinating customer payments, monitoring payment status, and notifying the appropriate teams when orders are ready for release.
• Prepare and issue purchase orders for direct-ship orders and coordinate with vendors regarding order confirmation, product availability, shipping schedules, tracking information, backorders, and delays.
• Respond to routine accounting enquiries from customers, vendors, and internal stakeholders while maintaining accurate account documentation.
• Maintain customer records and supporting documents, including W-9s, credit card authorization forms, tax documents, and related account information.
• Maintain an organized exception tracker covering outstanding issues, responsible parties, next steps, follow‑up dates, and required escalations.
• Reconcile vendor statements against QBO records and investigate missing bills, credits, duplicate charges, unrecorded payments, pricing differences, and balance discrepancies.
• Perform assigned QuickBooks Online reconciliations and research unusual, unmatched, or incorrectly recorded transactions.
• Monitor open direct-ship purchase orders and ensure each order has an updated status and documented next action.
• Update pricing in QBO as authorized and perform spot checks to verify the accuracy of changes.
• Prepare weekly reports summarizing vendor discrepancies, aging prepaid orders, outstanding direct-ship POs, missing documentation, and reconciliation issues.
• Review customer accounts monthly to confirm payments and credits are properly applied, prepare customer statements, and distribute them according to schedule.
• Complete assigned month‑end reconciliations and properly document outstanding variances for accounting leadership.
• Review vendor and customer accounts to identify missing or outdated supporting documentation.
• As the role expands, support customer collections, including making collection calls, documenting payment commitments, and following up on overdue balances.
• Support weekly Accounts Payable processing by organizing bills and payments and preparing the payment queue for final approval.

What You Need

Non-negotiables

• At least 2 years of experience in bookkeeping, accounting administration, Accounts Payable, Accounts Receivable, or a similar transactional accounting role.
• At least 1 year of recent, hands‑on professional experience using QuickBooks Online (QBO).
• Strong working knowledge of Accounts Payable, Accounts Receivable, vendor bills, vendor credits, customer invoices, payments, statements, and account reconciliations.
• Ability to investigate financial discrepancies and identify the root cause rather than simply entering transactions.
• Proficiency in Microsoft Excel or Google Sheets, including sorting, filtering, basic formulas, and transaction analysis.
• Strong written and verbal English communication skills, with the ability to communicate professionally with U.S.-based customers, vendors, and internal teams.
• Ability to independently manage recu