Accounting Specialist

Accounting Specialist

Location: Jacksonville, FL

Job Type: Full-Time, In-person

Compensation: $45,000.00 - $50,000.00 per year

About Us:

Oates Energy is a leading third-party utility billing and submetering company, specializing in water and sewer billing for multifamily apartment communities, condominiums, manufactured housing parks, and retail centers. We help property owners and managers streamline utility cost recovery while ensuring compliance, accuracy, and resident satisfaction.

Position Overview:

The Accounting Specialist plays a vital role in ensuring the accuracy and efficiency of Oates Energy’s financial operations. This position supports the Accounting Controller in managing daily accounting activities, maintaining organized records, and ensuring timely processing of invoices, payments, and reconciliations. The ideal candidate is highly detail-oriented, organized, and thrives in a collaborative, fast-paced environment.

Qualifications:

• Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred.
• 2 years of experience in accounting, bookkeeping, or financial administration.
• Proficiency in QuickBooks Online (QBO).
• Strong organizational skills and exceptional attention to detail.
• Excellent communication and teamwork abilities.
• Experience with ACH processing, vendor billing, and deposit management preferred.
• Familiarity with property management or multi-property accounting a plus.

Compensation & Benefits:

• Base Salary: $45,000 – $50,000 annually, commensurate with experience.
• Health, dental, and vision insurance.
• 401(k) plan with company match.
• Paid time off and holidays.
• Professional development opportunities within a growing organization.

Key Responsibilities:

Accounts Payable & Invoicing

• Review and enter vendor invoices into QuickBooks Online (QBO).
• Prepare weekly Accounts Payable aging reports for management review.
• Process vendor payments following approval protocols and maintain accurate vendor profiles.
• Generate and verify billing accuracy reports to ensure financial integrity.
• File all financial documents by date within invoiced and payment-issued folders.

Banking & Payment Processing

• Reconcile payment and deposit records for consistency and accuracy.
• Order and manage check stock, deposit slips, and banking supplies.
• Process check returns, credit card disputes, and ACH or electronic returns (E Rec).
• Manage stop payments and check reissues upon approval.
• Conduct bank deposits and mail pickups as needed.

Property & Resident Accounting

• Manage ACH setups and modifications for properties, including documentation and penny testing.
• Coordinate with internal teams on bill pay, debit setups, and ACH configurations.
• Process resident refunds and confirm account accuracy prior to issuance.
• Handle Certificate of Insurance (COI) requests and related documentation.

Reporting & Reconciliation

• Prepare and submit monthly billing reports, including BluTrend invoices and OPS uploads.
• Generate aged accounts receivable reports and issue payment reminders for outstanding balances.
• Reconcile cash walk-in payments with deposit and receipt records to ensure accuracy.

Administrative & Cross-Functional Support

• Maintain organized digital and physical accounting records to support audits and compliance.
• Provide backup assistance for other accounting functions as needed.
• Collaborate with other departments to ensure smooth financial operations and reporting alignment.

What Success Looks Like:

• Accurate and timely processing of all financial transactions.
• Well-organized and audit-ready accounting records.
• Smooth coordination with internal teams and external vendors.
• Demonstrated ownership and accountability for assigned financial processes.
• Contribution to a positive and collaborative team culture.