Accounting Specialist

Rymar Business Enterprises Inc•Oceanside, CA

7d•Onsite

About The Position

Ryan Refrigeration Heating & Air (RRHA), a growing commercial HVAC/R company serving California and Arizona, is hiring an experienced, highly organized, and detail-oriented Accounting Specialist to support accounting operations, maintain accurate financial records, and provide consistent financial reporting to management. This is a hands-on, full-time, in-office position in Escondido, California, requiring strong QuickBooks experience, independent problem-solving, financial accountability, and collaboration with an established team. The specialist will oversee accounts receivable and payable, reconcile financial accounts and general ledger balances, prepare weekly financial reports and cash-flow projections, support month-end closing, and maintain organized accounting records. The role works closely with the General Manager, CFO, and operations team to ensure financial accuracy, identify discrepancies, improve accounting processes and internal controls, and support informed business decisions.

Requirements

Minimum 5 years of hands-on QuickBooks experience.
Minimum 5 years of professional accounting experience.
Strong experience in accounts receivable management and account reconciliation.
Proven ability to prepare financial reports and cash-flow projections.
Experience with accounts payable, general ledger accounting, and month-end closing.
Proficiency in Microsoft Excel, including financial spreadsheets and reporting.
Ability to independently identify, investigate, and resolve accounting discrepancies.
Excellent organizational skills, accuracy, and attention to detail.
Strong written and verbal communication skills.
Ability to prioritize multiple responsibilities and meet reporting deadlines.
Dependable, accountable, and team-oriented.
Professional references required.
Must be able to work on-site in Escondido, California.

Nice To Haves

Accounting experience in HVAC, construction, contracting, or service-based industries.
Experience managing high-volume customer accounts and invoicing.
Experience preparing weekly financial forecasts and cash-flow reports.
Experience with accounting cleanup, account reconciliation, and process improvement.

Responsibilities

Monitor and reconcile outstanding accounts receivable balances; review aging reports and investigate overdue, disputed, or incorrectly recorded invoices.
Investigate unapplied payments, customer credits, duplicate invoices, payment discrepancies, and differences between customer payment records and QuickBooks.
Reconcile customer accounts against payment records and outstanding balances, maintain accurate customer balances and supporting documentation, and coordinate with AR personnel on invoice tracking, payment applications, and collections.
Provide weekly updates on outstanding receivables, collection progress, and unresolved discrepancies.
Perform weekly and monthly reconciliations of bank accounts, credit cards, vendor accounts, customer accounts, and general ledger balances.
Identify and correct posting errors, duplicate transactions, and historical accounting discrepancies; verify that payments, deposits, credits, and adjustments are accurately recorded in QuickBooks.
Maintain organized reconciliation records and supporting documentation and assist with month-end closing and financial statement accuracy.
Prepare and submit weekly financial reports to the General Manager and CFO, including detailed accounts receivable and accounts payable aging reports.
Track weekly collections, customer payments, and outstanding balances; prepare weekly cash-flow projections based on anticipated collections and upcoming obligations.
Report projected incoming revenue, expected payments, potential cash-flow shortages, overdue accounts, collection risks, and discrepancies requiring management attention.
Provide accurate financial data for operational planning and management decisions; monitor financial trends and recommend accounting-process improvements.
Process and manage vendor invoices and accounts payable transactions; reconcile vendor statements and outstanding balances.
Prepare weekly payment schedules for management approval, verify invoice accuracy and supporting documentation, monitor due dates, and maintain vendor records.
Coordinate with management regarding upcoming financial obligations.
Maintain accurate and current accounting records in QuickBooks and support month-end closing and financial reporting.
Work closely with the General Manager, CFO, and operations team; identify opportunities to improve accounting accuracy, efficiency, and internal controls.
Maintain organized financial documentation and account histories, complete assigned responsibilities on time, and support financial audits and documentation requests as needed.