Accounting Specialist

JOB SUMMARY:  

The Accounting Specialist serves as the technical anchor for the Company’s financial integrity, directly influencing operational agility and the reliability of executive reporting. By executing high-precision oversight of AP and AR lifecycles, this role eliminates financial bottlenecks that disrupt live production and ensures the absolute accuracy of the general ledger. Your mastery of complex transactional data, clear communication with internal and external stakeholders, and strict policy compliance provides the foundational data necessary for real-time cost analysis and comprehensive month-end transparency, making you vital to the company’s fiscal health and project scalability.

ESSENTIAL JOB FUNCTIONS:

At Minimum Duties & Responsibilities

Accounts Payable & Cost Tracking

• End-to-End AP Processing: Manage a high volume of invoices (800+ during peak months), ensuring 100% entry into BILL on a timely basis. Execute meticulous data entry with a strict focus on the "invoice date" to ensure expenses are captured in the correct accounting period adhering to GAAP guidelines.

• Spend & Expense Management: Act as the primary gatekeeper for corporate credit card activity via BILL Spend & Expense; verify all transactions strictly comply with company policy and GL coding standards. Proactively enforce receipt submission and documentation requirements, ensuring all expenses are substantiated and submitted for management approval without delay.

• Precision PO Matching: Verify all invoices against Purchase Orders (POs), confirm appropriate approvals, and close POs upon completion to maintain budget integrity.

• VCC Account Reconciliation: Perform weekly reconciliations of the Virtual Credit Card (VCC) account, ensuring all AP transactions are trued up at month-end to provide a clear picture of outstanding liabilities.

• Labor Expense Management: Proactively track and collect weekly labor invoices ensuring timely receipt and reporting.

• Urgent Payment Prioritization: Maintain and execute payments from the internal payment request spreadsheet for time-sensitive production needs.

• Vendor & Internal Liaison: Act as the technical point of contact for vendors and staff, providing professional verbal and written updates to resolve billing discrepancies and ensure payment continuity.

Accounts Receivable & Cash Management

• Real-Time Cash Application: Maintain total operational continuity through high-speed bank and credit card payment reconciliation. You’ll eliminate project bottlenecks by ensuring all cash is posted and holds are released the moment requirements are met, keeping our field teams moving without delay.

• Deposit Account Reconciliation: Execute weekly reconciliations of the AR deposit cash account, performing a full true-up at month-end to ensure all incoming payments are captured and reported accurately.

• Reporting & Collections: Update and distribute AR reports daily; manage customer refund requests and follow up on aging accounts to ensure liquidity.

• COI Management: Proactively manage and process Certificate of Insurance (COI) requests for AR accounts, ensuring all client insurance requirements are met and documented to prevent project delays or billing holds.

• Client Communication: Professionally interface with clients via phone and email to provide documentation, resolve payment inquiries, and expedite the collections process.

• Portal Management: Manually submit and manage invoices within various 3rd-party client portals for enterprise accounts on terms.

Additional Responsibilities

• Operational Support: Perform other related duties and special projects as assigned by management to support the evolving needs of the Accounting department and Company operations.

QUALIFICATIONS:

Minimum Training, Education & Experience

• BA/BS is preferred.

• Minimum of 3 years of prior A/P and A/R experience.

• Advanced experience with QuickBooks Online (QBO) and the Google Workspace (G-Suite) environment (Sheets, Drive, Gmail, Docs).

• Mastery of data manipulation tools including Pivot Tables, VLOOKUP/XLOOKUP, and complex formulas to handle large-scale datasets.

• Experience managing corporate credit card programs.

• Integration and use of third-party applications such as BILL (formerly Bill.com) and Extend a plus.

• Solid understanding of GAAP guidelines, specifically regarding expense timing and period-end accuracy

• Experience working with accounting policy implementation.

• Ability to work independently and with a team in a fast-paced and high volume environment with emphasis on accuracy and timeliness

• Hands on, organized and detail oriented with accuracy and strong multi-tasking skills

• Exceptional verbal and written skills for high-stakes coordination with vendors, clients, and internal production leads.

PHYSICAL REQUIREMENTS:

Work Environment/ Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to ensure individuals with disabilities can perform the crucial functions. 

• While performing the duties of this job, the employee is frequently required to sit, talk and hear.

• Prolonged periods sitting at a desk and working on a computer.

• The employee is required to stand, walk, and use hands to finger, handle, feel, reach with hands and arms, stoop, kneel, crouch, climb or crawl. 

• The employee may need to lift and/or move up to 50 pounds. 

• Specific vision abilities required by this job include close vision. 

• The noise level in the work environment is usually minimal to moderate. 

• The temperature will vary from hot to cold depending on the weather and/or inside temperature controls. 

EMPLOYEE BENEFITS:

Full-time employees are eligible for benefits the first of the month after 60 days of employment.  In addition to paid holidays and up to 14 days of paid vacation your first year with us, we offer the following benefits:

• Health Insurance

• Dental Insurance 

• Vision Insurance

• Pet Insurance

• Company-paid life insurance with additional insurance available

• Short & Long-term Disability Insurance

• Accidental and Critical Illness Insurance

• 401k Plan

• Employee Assistance Program (EAP)

• Employee Discounts

• A Great Team Environment!

ABOUT US

Blueprint Studios is a nationally renowned special event design, production and rentals firm, long known for its expertise in establishing industry trends, coupled with a keen client focus and responsiveness. We specialize in delivering products and services to a continuously growing base of clients that range from some of the most prominent corporations to a luxury social customer base.

We believe that our employees are the key to our success. Our team is made up of passionate designers, craftspeople and professionals who share our core values of vision, innovation, excellence, and integrity. We are looking for people who can think of big ideas and deliver upon the small details.

Learn more about who we are and what we do at https://www.blueprintstudios.com/ or check us out on Facebook at https://www.facebook.com/blueprintstudiosevents.

EQUAL OPPORTUNITY STATEMENT:

Blueprint Studios provides equal employment opportunities(EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. Blueprint Studios expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.