Staff Accountant (Accounts Receivable & Accounts Payable)

The Opportunity

A high-profile luxury real estate membership organization is seeking an experienced Staff Accountant to own its day-to-day accounting operations. This is a highly hands-on individual contributor role for an accountant with strong technical accounting fundamentals who enjoys managing accounting operations from transaction processing through month-end close support.

This is not a Controller or Finance Manager position. We are looking for someone who enjoys operational accounting, takes ownership of daily financial processes, and wants to continue developing into an Accounting Manager over time.

The ideal candidate has a strong understanding of accounting principles, is comfortable working independently with minimal supervision, and is confident handling billing, Accounts Receivable, Accounts Payable, reconciliations, and month-end accounting activities.

The role reports directly to Finance Leadership and works closely with the Membership Experience team. You'll receive structured onboarding and ongoing support while becoming the primary accounting resource for the organization.

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Schedule

• Monday to Friday
• 8:00 AM – 5:00 PM US Central Time
• 40 hours per week
• Candidates must be available during US business hours.

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Accounts Receivable & Membership Billing

• Manage the complete membership billing lifecycle.
• Create and maintain customer accounts.
• Process new memberships, renewals, upgrades, cancellations, and payment changes.
• Review contracts and billing agreements for accuracy.
• Generate invoices in QuickBooks Online using the appropriate sales tax treatment.
• Apply customer payments.
• Investigate unapplied and misapplied payments.
• Process approved credits and refunds.
• Monitor failed payments, disputes, chargebacks, and Stripe payout discrepancies.
• Follow up professionally with customers regarding overdue balances.
• Manage collections via email.
• Prepare and maintain weekly AR Aging reports.
• Research and resolve billing discrepancies.
• Maintain accurate customer and membership-related accounting records.

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Accounts Payable & Vendor Management

• Manage the AP inbox and incoming vendor invoices.
• Review, code, and process vendor bills accurately.
• Maintain accurate vendor records and supporting documentation.
• Verify vendor invoices against appropriate supporting documentation and approvals.
• Identify and resolve invoice discrepancies.
• Prepare bills for approval and payment.
• Track outstanding AP balances and upcoming payment obligations.
• Coordinate with internal stakeholders regarding vendor invoices and approvals.
• Support contractor onboarding and payment documentation.
• Maintain organized AP records and ensure transactions are properly recorded in QuickBooks Online.
• Help manage vendor payment timing with consideration for the company's cash position.
• Assist with vendor communication and issue resolution as needed.

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Ramp & Expense Management

• Support the company's expense management processes through Ramp.
• Review and validate transactions processed through Ramp.
• Ensure expenses are properly coded to the appropriate accounts and categories.
• Review supporting documentation and receipts for accuracy and completeness.
• Identify and resolve incorrectly coded or incomplete expense transactions.
• Assist with employee expense and corporate card reconciliation.
• Ensure Ramp activity is properly reflected in the accounting records.
• Help identify opportunities to improve and automate expense management workflows.

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Cash Flow Management & Reporting

• Prepare and update weekly cash flow reports.
• Monitor expected cash inflows and outflows.
• Track Accounts Receivable collections and Accounts Payable obligations to maintain an accurate view of the company's cash position.
• Identify upcoming cash requirements and potential cash flow constraints.
• Reconcile cash activity and investigate discrepancies.
• Provide Finance Leadership with timely updates regarding cash position and significant changes.
• Support more frequent cash flow updates during periods of increased payment activity or significant cash requirements.
• Assist Finance Leadership with cash flow analysis and related reporting.

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Month-End Accounting Support

• Support the month-end close process.
• Prepare and maintain supporting schedules.
• Assist with account reconciliations.
• Research and resolve accounting discrepancies.
• Support accrual accounting processes.
• Assist with prepaid expenses, deferrals, and other balance sheet accounts.
• Review recurring transactions and ensure they are properly recorded.
• Assist with revenue recognition and related accounting schedules.
• Prepare supporting documentation for month-end activities.
• Work with Finance Leadership to ensure month-end tasks are completed accurately and on time.

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Journal Entries & General Ledger

As the Staff Accountant becomes established in the role, responsibilities will expand to include:

• Prepare and post journal entries.
• Record accruals, prepayments, deferrals, and other adjusting entries.
• Support revenue recognition entries and related schedules.
• Review General Ledger activity for accuracy and completeness.
• Investigate unusual or incorrect transactions.
• Ensure transactions are properly classified and supported.
• Maintain appropriate documentation for journal entries and accounting adjustments.
• Assist with correcting accounting discrepancies identified during reconciliations and month-end close.

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Account Reconciliations & Close

As the candidate progresses into the role, they will increasingly take ownership of:

• Bank reconciliations.
• Credit card and expense reconciliations.
• Accounts Receivable reconciliations.
• Accounts Payable reconciliations.
• Stripe and payment processor reconciliations.
• Balance sheet account reconciliations.
• Revenue and deferred revenue reconciliations.
• Investigation and resolution of reconciling items.
• Preparation of close schedules and supporting documentation.
• Increasing responsibility for the month-end close process.

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Accounting Systems & Technology

• Maintain accurate accounting records across QuickBooks Online, HubSpot, Stripe, Ramp, ScaleXP, and the company's membership platform.
• Review transactions generated through automated accounting workflows.
• Validate the accuracy of automated entries and accounting classifications.
• Investigate discrepancies between systems and the General Ledger.
• Learn and follow the company's existing accounting workflows and SOPs.
• Help identify opportunities to improve accounting processes through automation and technology.
• Support future changes to the company's accounting systems and technology infrastructure.

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Process Ownership & Continuous Improvement

• Take ownership of assigned accounting processes from transaction processing through completion.
• Follow established accounting policies, procedures, and SOPs.
• Identify process gaps, inefficiencies, and opportunities for improvement.
• Recommend practical solutions to accounting and operational issues.
• Help maintain and update accounting SOPs as processes evolve.
• Document new accounting workflows and procedures when necessary.
• Work independently while escalating significant issues to Finance Leadership with appropriate research and recommended solutions.
• Maintain a high level of accuracy, organization, and accountability across all accounting activities.

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Required Qualifications

• 5+ years of hands-on accounting experience.
• Strong knowledge of:
  • Debits and credits
  • Journal entries
  • Accrual accounting
  • General Ledger
  • Month-end close
  • Bank reconciliations
  • Accounts Receivable
  • Accounts Payable
• Advanced QuickBooks Online experience.
• Excellent Excel skills.
• Experience independently managing accounting operations.
• Strong written English communication.
• High attention to detail.
• Ability to work with minimal supervision.

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Highly Preferred

• Stripe
• HubSpot
• Ramp
• ScaleXP
• Subscription or membership businesses
• Recurring revenue environments
• Revenue recognition
• Sales tax knowledge

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Ideal Candidate

The ideal candidate is an experienced Staff Accountant who enjoys being hands-on in the accounting function rather than managing large teams. They have strong technical accounting knowledge, can confidently explain journal entries and accounting treatments, and are comfortable independently owning AR, AP, reconciliations, billing operations, and month-end accounting.

This role offers a clear opportunity to grow into an Accounting Manager position while remaining deeply involved in the organization's accounting operations. Candidates whose primary career objective is to move directly into Controller or executive finance positions may not be the best fit for this opportunity.