Accounting Manager

Accounting Manager (path to Controller)

Location: Lutz, Florida (On-Site)

Salary: $105K-$115K DOE

Position Summary

We are seeking an experienced, hands-on Accounting Manager to oversee the day-to-day accounting, payroll, financial and administrative functions for a growing group of five operating companies in Low Voltage, Construction infrastructure, VOIP, and other business lines.

The ideal candidate is looking for growth, willing to roll up their sleeves and manage accounting operations, billing, collections, payroll, job costing, HR administration, compliance, and financial reporting for all entities.

The Accounting Manager will work and train closely with Financial Controller, operations, project managers, employees, customers, vendors, subcontractors, insurance carriers to ensure accurate financial reporting, strong cash flow management, project profitability, and operational support.

Local Tampa Bay candidates only. Background checks, employment verification, and professional reference checks will be conducted.

Key Responsibilities

Accounts Receivable, AIA Billing & Collections

• Oversee all customer billing activities, including AIA billings, progress billings, milestone billings, recurring service billings, and time-and-material invoices.
• Prepare and submit monthly billing packages in accordance with contract requirements for AIA and others.
• Review contract values, schedules of values, approved change orders, and project status to ensure accurate billing.
• Monitor accounts receivable aging reports and collection activities.
• Follow up on past-due accounts and resolve billing disputes.
• Work closely with project managers and customers to improve collections and accelerate cash flow.
• Maintain accurate customer records and support documentation.
• Manage LevelSet for Notice to Owner for multistate projects.

Job Costing, Revenue Recognition & WIP Reporting

• Review and manage job costing for over 100 active projects.
• Analyze labor, materials, subcontractors, equipment, and overhead allocations.
• Prepare and maintain monthly Work-in-Progress (WIP) schedules.
• Manage percentage-of-completion revenue recognition.
• Identify margin erosion and project risks.
• Work directly with Operations and Project Managers to review project financial performance.
• Participate in meetings to discuss project profitability, staffing, collections, and project performance.
• Maintain accurate project financial reporting for complex construction and low-voltage projects.

Accounts Payable & Vendor Management

• Review-process vendor invoices.
• Manage vendor payment schedules and cash requirements.
• Maintain vendor records, W-9s, insurance certificates, and compliance documentation.
• Complete vendor applications and onboarding packages.
• Monitor purchasing activity and spending controls.
• Maintain positive vendor relationships while managing company cash flow.
• Upload schedule payments into cash applications for approval.

Contracts & Subcontractor Administration

• Review of customer contracts and subcontractor agreements.
• Track subcontractor insurance certificates, licenses, W-9s, and compliance requirements.
• Monitor lien waivers and support contract documentation.
• Support federally funded project requirements and compliance reporting.
• Maintain contract files, change orders, and supporting documentation.
• Ensure subcontractor compliance requirements are met before payments are released.

Payroll & Human Resources Administration

• Process payroll for 65 employees. (including hourly employees and Per Diems)
• Prepare and submit certified payroll reports to multiple agencies.
• Manage payroll tax compliance and multi-state SUTA registrations.
• Oversee coordination of background checks, offer letters, onboarding and new hire processing.
• Maintain employee personnel files and compliance records.
• Coordinate benefits administration and employee changes.
• Assist with hiring and termination processes for multistate employees.
• Administer and track 30-day, 60-day, and 90-day employee performance reviews.
• Support employee relations and HR safety and compliance activities.
• Prepare VOE (verification of Employment) for past and current employees.
• Upload Payroll amounts into the Cash application.
• Coordinate and shop for Health insurance plan each year.
• Oversee workers’ comp process.

Customer & Vendor Compliance Administration

• Complete customer onboarding packages
• Complete vendor setup requirements.
• Maintain customer compliance documentation.
• Provide certificates of insurance, W-9s, licenses, banking information, and supporting documents required by customers.
• Maintain current documentation for customers, vendors, and subcontractors.

Insurance & Risk Management

• Manage General Liability, Auto, Umbrella, and related insurance programs.
• Obtain competitive quotes and assist with policy renewals.
• Coordinate certificates of insurance and policy compliance.
• Manage insurance claims and carrier communications.
• Ensure insurance requirements are met for customers, contracts, and subcontractors.

Cash Management & Banking

• Prepare weekly cash flow reports for multiple entities.
• Monitor cash balances and working capital requirements.
• Coordinate vendor payments and cash planning.
• Reconcile and review company credit card activity for over 55 employees.
• Review and dispute unauthorized or incorrect credit card charges.
• Manage user administration within the RAMP platform – (Create, increase, terminations)

General Accounting

• Maintain the general ledger and chart of accounts for 5 QBO.
• Prepare journal entries and account reconciliations.
• Reconcile bank accounts, credit cards, and balance sheet accounts.
• Manage month-end and year-end close processes.
• Prepare monthly financial statements and support schedules.
• Assist external advisors.
• Maintain accurate accounting records and supporting documentation.

Intercompany Accounting

• Record and reconcile intercompany transactions among five operating entities.
• Prepare monthly intercompany allocations and adjusting entries.
• Reconcile due-to and due-from accounts.
• Ensure proper allocation of shared expenses and overhead costs.
• Maintain accurate multi-entity financial records.

Operations Support

• Provide financial analysis and operational support as needed.
• Assist with special projects and process improvements for Master Production Files.
• Serve as a professional resource for employees, customers, vendors.

Qualifications

• Bachelor’s degree in accounting, Business or Finance. (Required)
• Minimum 7 years of progressive accounting experience. (Required)
• Construction, service contracting based accounting experience (Required)
• Experience managing accounting functions for multiple entities.
• Minimum 7 years with QuickBooks Online (Required)

Required Experience

• AIA Billing - Monthly Contract Billing
• Accounts Receivable - Collections
• Accounts Payable
• Job Cost Accounting
• Complex Project Accounting
• Work-in-Progress (WIP) Reporting
• Percentage-of-Completion Revenue Recognition
• Certified Payroll Reporting
• Construction Contracts
• Subcontractor Agreements
• Payroll Administration
• Human Resources Administration
• Intercompany Accounting
• Insurance Administration
• Multi-State Compliance

Technical Skills

• Advanced Microsoft Excel skills required.
• Strong proficiency with:
• Pivot Tables
• VLOOKUPs and XLOOKUPs
• SUMIFS
• Financial reporting schedules
• Job costing analysis
• WIP reporting
• Revenue recognition schedules
• Cash flow forecasting
• Budget-to-actual reporting
• Multi-entity financial reporting
• Experience with Paychex payroll, and project management systems.

Preferred

• Experience with federally funded contracts.
• Experience within Low Voltage, Security Integration, VOIP, or similar construction-related industries.

Personal Attributes

• Hands-on and detail oriented.
• Strong organizational and follow-up skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Professional and confident interacting with employees, customers, vendors, subcontractors.
• Strong communication and problem-solving abilities.
• High level of integrity, accountability, and professionalism.
• Self-starter with a strong sense of ownership.
• Willing to work extra mile and get the work done.

Work Schedule

This is a full-time, on-site position located in Lutz, Florida.

Salary Exempt Position

Expected work schedule is approximately 50-55 hours per week, depending on operational requirements.

Salary: $105K-$115K DOE

Hiring Requirements

• Local Tampa Bay candidates only.

This position is a path to become Financial Controller and is responsible for overseeing and managing accounting, payroll, HR administration, job costing, billing, collections, compliance, and financial reporting functions for five operating entities and will play a critical role in supporting the continued growth and success of the organization.