Accountant

Position Title: Accountant

Reports to: VP, Controller

Location: Nashville, TN (4 days a week in-office)

FLSA: Full-Time; Exempt

About VIO Med Spa

VIO Med Spa is a leading medical aesthetics provider and the largest franchisor of full-service med spas in the U.S. With over 60 locations across 20 states and a robust pipeline of new openings, VIO offers a full suite of non-invasive services including injectables, skin rejuvenation, body contouring, and wellness treatments. Our team delivers exceptional results using cutting-edge technology in a luxurious, client-focused environment. Backed by private equity investor Freeman Spogli, VIO is on an accelerated path of nationwide expansion.

Position Summary

The Accountant will support the daily finance and accounting operations of VIO Med Spa, with a strong focus on payroll processing and accounts payable. Key responsibilities include payroll administration across multiple locations, invoice coding, payment processing, accounts receivable, reconciliations, and month-end close. This role requires accuracy, attention to detail, and the ability to work cross-functionally in a fast-paced, growth-oriented environment.

Essential Responsibilities

Payroll

• Compile, process, and reconcile weekly payroll across multiple locations.
• Review and validate employee timesheets and timekeeping data.
• Ensure accurate recording of payroll entries in the general ledger.
• Maintain confidentiality and accuracy in handling sensitive payroll and HR data.

Accounts Payable & Receivable

• Review, verify, and process vendor invoices, ensuring accurate coding, required approvals, and proper documentation.
• Set up and maintain vendor accounts with complete and accurate information.
• Process vendor payments through Bill.com, including checks, ACH, and electronic transfers, while monitoring payment deadlines.
• Perform expense allocations to ensure proper classification and accurate financial reporting (insurance, prepaids, etc.)
• Manage employee expense reports through Expensify, ensuring compliance with company policy and accurate coding.
• Prepare and distribute weekly royalty reports; initiate and reconcile ACH withdrawals.
• Generate and issue customer invoices; monitor receivables and proactively follow up on outstanding or past-due balances.
• Prepare and file sales tax returns in compliance with state and local requirements.
• Administer annual 1099 filings, ensuring accuracy and timely submission.
• Research and resolve vendor and customer account discrepancies in a timely and professional manner.

General Accounting & Reporting

• Reconcile credit card transactions and prepare journal entries.
• Reconcile bank statements and balance sheet accounts.
• Support monthly, quarterly, and annual close processes, including account analysis and reconciliations.

Other

• Assist with fixed asset tracking and reporting.
• Support process improvements and internal controls.
• Perform additional duties as assigned.

Qualifications and Experience 

• Bachelor’s degree in accounting or related field required.
• 3 years of accounting experience, including payroll, AP, and AR.
• CPA designation preferred.
• Experience with payroll software Gusto (ADP, Paylocity, or similar) required.
• Proficiency with QuickBooks, Bill.com, and Expensify preferred. 
• Working knowledge of P&L statement, balance sheet, and statement of cash flows.

Skills and Competencies 

• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities under tight deadlines.
• Effective communicator with vendors, clients, and internal teams.
• High integrity and discretion in handling sensitive information.
• Strong problem-solving skills, basic accounting principles knowledge, documentation skills, research and resolution skills. 
• Proficiency in Microsoft Office Suite, particularly Excel.

Working Environment

• Prolonged periods of sitting at a desk and working on a computer.
• Frequently operates a computer and other office productivity equipment when working in the office. 
• Frequently communicates with internal and external partners, must be able to exchange accurate information.