Accounting & Financial Operations Specialist

About Apex Operations

Apex Operations is a growing marketing agency that helps contractors and home-service businesses generate leads, strengthen their brands, and scale their companies through websites, paid advertising, SEO, content, and business systems.

As the company grows, we are looking for a highly organized and detail-oriented Accounting & Financial Operations Specialist to help us maintain accurate financial records, improve financial visibility, and give leadership a clearer understanding of where money is coming from, where it is going, and how the business is performing.

Position Overview

The Accounting & Financial Operations Specialist will be responsible for keeping our QuickBooks account accurate and up to date, categorizing income and expenses, reconciling accounts, tracking commissions, and producing regular financial and operational reports.

This person will also help separate and properly document personal versus business expenses, identify unnecessary or duplicate spending, monitor recurring subscriptions, and provide leadership with clear financial insights.

This is not strictly a data-entry bookkeeping role. We need someone who can maintain the numbers while also helping us understand what those numbers mean.

Primary Responsibilities
QuickBooks and Bookkeeping
Maintain accurate and current records in QuickBooks Online.
Categorize income, expenses, transfers, owner distributions, and reimbursements.
Reconcile bank accounts, credit cards, payment processors, and other financial accounts.
Review transactions for missing information, incorrect classifications, or duplicate entries.
Maintain an organized chart of accounts that reflects the way Apex Operations operates.
Ensure revenue is properly recorded by client, service, or revenue category when applicable.
Keep supporting documentation, receipts, invoices, and financial records organized.
Coordinate with the company’s CPA or tax professional when necessary.
Business and Personal Expense Tracking
Help identify and separate business expenses from personal expenses.
Track owner contributions, reimbursements, distributions, and personal purchases made through business accounts.
Flag expenses that require clarification before categorizing them.
Create a clear process for documenting expenses and submitting receipts.
Help leadership understand how personal transactions affect the company’s books and financial reports.
Accounts Payable and Expense Management
Track bills, contractor payments, software subscriptions, vendor expenses, and other outgoing payments.
Maintain a schedule of recurring business expenses.
Identify duplicate subscriptions, unnecessary expenses, unexpected increases, and potential cost-saving opportunities.
Provide visibility into upcoming bills and cash obligations.
Verify that contractors, vendors, and tea ---------- mbers are being paid accurately.
Commission and Compensation Tracking
Calculate and track commissions owed to sales representatives, appointment setters, account managers, or other tea ---------- mbers.
Maintain accurate commission records based on collected revenue, payment terms, and company compensation agreements.
Prepare commission payout reports for leadership approval.
Track commissions that are earned, pending, paid, adjusted, or clawed back.
Reconcile commission payouts against client payments and company records.
Help develop a consistent and transparent commission tracking system.
Financial Reporting and Business Analytics
Prepare weekly and monthly financial reports for leadership.
Produce and explain reports such as:
Profit and loss statements
Cash flow summaries
Revenue by client
Revenue by service
Monthly recurring revenue
Accounts receivable
Accounts payable
Contractor and payroll expenses
Software and subscription expenses
Commission obligations
Client acquisition costs
Gross profit and net profit
Department or service-line profitability
Compare financial results against previous months, targets, or budgets.
Identify unusual spending, declining margins, missed payments, or financial risks.
Translate financial information into clear explanations and recommendations for leadership.
Help create dashboards or scorecards that make the company’s financial performance easy to understand.
Client Payment and Revenue Tracking
Track invoices, recurring payments, overdue balances, failed payments, refunds, and payment plans.
Confirm that client payments match contracts, invoices, and internal records.
Maintain accurate accounts receivable reports.
Flag overdue or failed payments for the appropriate tea ---------- mber to follow up on.
Help leadership forecast expected cash collections.
Financial Processes and Controls
Develop and document standard operating procedures for bookkeeping, expenses, commissions, reimbursements, and financial reporting.
Improve the accuracy and consistency of financial information across the company.
Establish recurring weekly and monthly financial review processes.
Help reduce financial errors, missing documentation, and inconsistent reporting.
Protect confidential company, client, employee, and financial information.
Expected Reporting

The Accounting & Financial Operations Specialist should be prepared to deliver:

Weekly Reports
Current cash position
Payments received
Outstanding client balances
Upcoming bills and payouts
Commissions owed
Unusual or uncategorized transactions
Major financial issues requiring leadership attention
Monthly Reports
Profit and loss statement
Revenue breakdown
Expense breakdown
Cash flow summary
Gross and net profit
Commission payout report
Accounts receivable report
Recurring subscription report
Month-over-month performance comparison
Key financial observations and recommendations
Qualifications
Proven experience with bookkeeping, accounting operations, or financial reporting.
Strong experience with QuickBooks Online.
Experience reconciling bank accounts, credit cards, and payment processors.
Strong understanding of income statements, cash flow, accounts receivable, accounts payable, and expense categorization.
Experience calculating commissions, bonuses, or variable compensation.
Strong Excel or Google Sheets skills.
Ability to create clear reports, dashboards, and financial summaries.
Exceptional attention to detail and accuracy.
Ability to identify inconsistencies and ask the right questions.
Strong organizational and time-management skills.
Ability to manage confidential financial information responsibly.
Strong written and verbal communication skills.
Ability to explain financial information in simple, practical language.
Preferred Qualifications
Experience working with a marketing agency, service business, contractor, or remote team.
Experience with Stripe and other recurring payment platforms.
Experience tracking revenue and profitability by client or service.
Experience working with commissioned sales teams.
Experience building financial dashboards and operational scorecards.
Familiarity with payroll, contractor payments, budgeting, and cash-flow forecasting.
Experience coordinating with CPAs, tax preparers, or outsourced accounting firms.
What Success Looks Like

The right person will create a financial system where:

QuickBooks is consistently accurate and up to date.
Leadership knows how much money the company has, owes, and expects to collect.
Personal and business transactions are clearly separated and documented.
Commission payouts are calculated accurately and on time.
Client payments and outstanding balances are easy to track.
Financial reports are delivered consistently.
Unnecessary expenses and financial issues are identified early.
Leadership can make decisions based on reliable financial information.
The company has a clear understanding of profitability by client, service, and business area.
Key Performance Indicators

Performance may be measured by:

Monthly reconciliations completed on time.
Percentage of transactions properly categorized.
Number of unresolved or uncategorized transactions.
Accuracy of commission calculations.
Accuracy and timeliness of financial reports.
Accounts receivable visibility and follow-up accuracy.
Reduction in duplicate or unnecessary expenses.
Accuracy of cash-flow projections.
Completion and maintenance of financial standard operating procedures.
Ideal Candidate

The ideal candidate is proactive, analytical, highly organized, and comfortable taking ownership of the company’s day-to-day financial records.

You do not simply enter numbers into QuickBooks. You investigate discrepancies, identify patterns, organize information, and help leadership understand what is happening financially throughout the business.

You should be comfortable telling leadership when something does not look correct, when documentation is missing, when spending is increasing, or when a process needs to be improved.

Application Requirements

Please submit:

A brief overview of your bookkeeping and financial operations experience.
Your experience with QuickBooks Online.
Examples of financial reports or dashboards you have managed.
Your experience calculating commissions or variable compensation.
Your availability and preferred working schedule.
Your expected hourly rate or monthly compensation.
References or testimonials from previous clients or employers.
A short explanation of how you would organize the finances of a growing marketing agency.