Project Accounting Specialist

Position Summary

The Accounting Specialist (AP/AR) is responsible for managing both accounts payable and accounts receivable functions to ensure the accuracy, integrity, and timeliness of the Company’s financial operations. This role supports vendor payments, customer billing, collections, and general accounting processes while maintaining compliance with company policies and applicable laws. This position works closely with Finance, HR, Operations, and Project Management teams to support the financial performance and operational success of Atlantic Response Inc. and affiliated entities.

Key Responsibilities

Accounts Payable (AP)

• Review, verify, and process vendor invoices for accuracy, approvals, and compliance.
• Match purchase orders, receiving documents, and invoices prior to payment.
• Prepare and process check runs, ACH payments, and wire transfers.
• Maintain vendor records, including W-9s, contracts, and compliance documentation.
• Reconcile AP transactions and resolve discrepancies.
• Monitor payment schedules to ensure compliance with vendor terms.
• Process employee expense reports and company credit card reconciliations.
• Assist with month-end close, including AP accruals.
• Support 1099 preparation and year-end reporting.

Accounts Receivable (AR)

• Generate and distribute customer invoices based on contracts, work orders, and project billing.
• Ensure accurate billing for environmental services, transportation services, and project-based work.
• Monitor customer accounts and aging reports to ensure timely collections.
• Follow up on past-due invoices and coordinate collection efforts with Operations and Management.
• Apply customer payments (checks, ACH, wire, credit card) accurately to accounts.
• Reconcile AR ledger and resolve discrepancies or disputes.
• Maintain customer account records and credit profiles.
• Assist with lien rights, billing documentation, and contract compliance where applicable.
• Prepare AR aging reports and provide updates to Finance and leadership.

General Accounting and Financial Support

• Assist with monthly, quarterly, and year-end financial close processes.
• Support account reconciliations (bank, credit card, AP, AR, and general ledger).
• Collaborate with Operations on job costing, project tracking, and revenue recognition.
• Maintain accurate financial records in ERP/accounting systems (e.g., QuickBooks, ADP, iSolved, etc.).
• Ensure compliance with internal controls, audit requirements, and accounting policies.
• Assist with budgeting, reporting, and financial analysis as needed.
• Support external audits and regulatory reporting.

Cross-Functional Support

• Coordinate with HR on payroll-related deductions, reimbursements, and benefit billing.
• Work with Operations to ensure proper cost allocation and revenue tracking.
• Communicate professionally with vendors, customers, and internal stakeholders.
• Provide financial data and reporting support to leadership as requested.

Qualifications

• Associate’s degree in Accounting, Finance, or related field preferred (or equivalent experience).
• 3 years of combined AP/AR or general accounting experience preferred.
• Strong understanding of accounting principles (GAAP preferred).
• Experience with accounting/ERP systems (QuickBooks, NetSuite, Sage, etc.).
• Proficiency in Microsoft Excel (intermediate to advanced preferred).
• Experience in construction, environmental services, transportation, or project-based industries is a plus.

Skills & Competencies

• Strong attention to detail and accuracy.
• Ability to manage high-volume transactions efficiently.
• Analytical and reconciliation skills.
• Strong organizational and time management abilities.
• Effective communication and problem-solving skills.
• Ability to work independently and collaboratively.
• High level of integrity and confidentiality.

Work Environment

• Office-based role with standard working hours.
• Regular interaction with Finance, Operations, HR, and external vendors/customers.
• Minimal travel required.

Physical Requirements

• Ability to sit for extended periods and work at a computer.
• Ability to review and process large volumes of financial data.
• Minimal physical demands outside standard office activities.

Cross-Training Requirement
While this job description defines primary responsibilities, employees may be required to perform additional duties as business needs arise. Cross-training ensures operational continuity and team support.

Employment Relationship and Right-to-Work Notice

Employment with Atlantic Response Inc. is at-will and may be terminated at any time, with or without notice, in accordance with applicable laws. The Company operates in Right-to-Work states and maintains a fair, compliant workplace.

Equal Employment Policy

Atlantic Response Inc.’s hiring, and employment practices are based on job qualifications, performance, and/or conduct without regard to race, color, religion, national origin, age, sex, marital status, height, weight, disability, genetic information, or any other legally protected status.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person