Accountant

We are seeking an experienced Accounts Payable & Reconciliation Accountant to manage daily accounting operations, vendor payments, bank reconciliations, and financial close procedures for a multi-entity import and food distribution company. This role is detail-oriented, process-driven, and requires strong QuickBooks expertise and ability to manage complex, recurring workflows across multiple vendors, payment methods, and entity accounts.

The ideal candidate has 3-5+ years of AP/AR and general accounting experience, with expert-level QuickBooks proficiency and comfort with detailed procedure documentation. You'll manage daily bank reconciliation, coordinate vendor payments, track multi-entity commissions, and support monthly financial close. This role requires organized thinking, strong attention to detail, and ability to manage multiple priorities while maintaining accuracy and meeting tight deadlines.

Job Responsibilities:

Daily Accounting Operations

• Review daily bank statements for JPMorgan and other accounts; record all deposits and withdrawals in QuickBooks with proper account coding.
• Prepare daily bank reconciliation identifying discrepancies and following up on outstanding items.
• Process incoming check payments received via email; record in QB and coordinate with administrative team for check delivery and confirmations.
• Prepare and send daily bank balance reports to management team (James Sweet, April Humke, Gloria Jimenez) with QB balances and supporting documentation.
• Monitor and record routine vendor payments including USCB, Strix, UPS, Payroll (ISolved), and PayCargo as they are debited from the bank account.

Weekly Accounts Payable & Payment Processing

• Prepare and distribute weekly AP Aging Detail reports to all departments by Thursday morning with customized fields for tracking entered/last modified information.
• Coordinate with department heads to identify which bills will be paid Friday; collect marked reports and consolidate payment approvals.
• Create and maintain organized folder structure for weekly payments with vendor bills, supporting documentation, and approval cover letters.
• Prepare ACH payments based on approved bills; coordinate ACH confirmations and separate documentation into individual vendor folders.
• Prepare and send remittance advices to vendors for all ACH payments processed Friday, following up the following Monday if needed.

Monthly Close & Financial Reporting

• Execute final monthly bank reconciliation for JPMorgan account on the first day of each month; reconcile prior month transactions before processing current month activity.
• Process monthly Netsys bills; review against prior month amounts and escalate any variances to Gloria for approval.
• Book monthly office reimbursement journal entries.
• Reconcile and book American Express credit card expenses; prepare wire instructions to reimburse AmEx cardholder based on detailed statement review.
• Run broker commission payments based on monthly "Sales by Rep" report; identify which customer invoices have been paid and calculate corresponding commissions.
• Reconcile IDB Bank account once monthly statement is available.
• Prepare monthly account reconciliations for AR, AP, Inventory, and Sales accounts.
• Calculate month-end interest due to Sunrise Bank and IDB Bank; prepare corresponding accruals.
• Run and file financial statements for all entities (main company, Rema) after the 20th of each month.

Multi-Entity Accounting & Commission Management

• Process SDF Chile Ltda. commission calculations based on monthly detail received (~10th of month); prepare PDF commission calculations and book corresponding invoices in QB.
• Send invoices and commission calculations to SDF Chile contacts with supporting detail.
• Process Atacama DF commission calculations following same procedure; coordinate with Atacama DF management.
• Review SDF Chile Ltda. invoice detail around the 11th of each month; ensure all SDF Inc.-related invoices are recorded in QB with proper classification (inventory vs. AR).
• Prepare and reconcile Broker Commission reports monthly; coordinate with prior month reports to identify new customers and verify rep assignments.
• Add VLOOKUP formulas to reconciliation reports to match rep information; follow up on invoices without assigned reps.

Vendor-Specific Payment & Documentation Processing

• Record US CBP (Customs Broker) statements from Mallory and John Connor when received; coordinate with customs documentation.
• Process Strix notices and subsequent bills; book in QB upon receipt.
• Record Silliker invoices in QuickBooks and ensure payment by due date.
• Coordinate UPS payment recordings; retrieve statements from April and record before AmEx reconciliation.
• Process Payroll (ISolved) debits; request payroll reports from Gloria and book in QB; attach bank statement snippet to payroll documentation.
• Format and summarize PayCargo transaction details; reconcile PayCargo debit with transaction detail and paste to master report.
• Process Santa Minerva processing fees and commission based on results detail; coordinate with April for updated reports and verify calculations tie to QB records.
• Verify Santa Minerva maquila (processing) requests; confirm calculations match QB entries.

Documentation & Organization

• Maintain organized folder structure for all AP, payments, reconciliations, and financial documentation with clear naming conventions.
• Save and organize supporting documentation by vendor name and preparer initials.
• Create and maintain master reports with macros and formulas supporting month-end close and commission calculations.
• Manage outlook reminders for weekly and monthly accounting deadlines.

Qualifications:

• At least 3-5 years of accounts payable, accounts receivable, or general accounting experience.
• Prior experience supporting US-based organizations or US accounting operations.
• Expert-level QuickBooks proficiency (daily data entry, reconciliation, report generation, journal entries).
• Strong bank reconciliation skills and experience with multiple bank accounts.
• Proficiency in Excel including VLOOKUP formulas, macros, and pivot tables.
• Experience processing ACH payments, wire transfers, and multiple payment methods.
• Experience managing commission calculations and multi-entity accounting preferred.
• Demonstrated ability to organize complex, recurring workflows with attention to detail.
• Strong communication skills; comfort coordinating with multiple departments and external vendors via email.
• Ability to meet tight deadlines and manage multiple priorities simultaneously without sacrificing accuracy.
• Experience with month-end close procedures and financial statement preparation preferred.
• Experience with multi-country or multi-entity accounting preferred.
• Bachelor's degree in accounting or related field preferred.

Requirements:

• Updated Resume/CV.
• Ability to work in a fast-paced, dynamic environment.
• Reliable internet connection and personal computer.
• UPS/battery backup to ensure continuity during power interruptions.

Benefits:

• Competitive salary with performance-based incentives.
• WFH set-up
• Opportunities for career advancement.
• HMO coverage for employee and immediate family members.

Join our team now and be part of the top 1% talent in the Philippines!