Controller – Job Responsibilities & Requirements

Position Summary

The Controller is responsible for overseeing all accounting and financial operations for the company, ensuring accurate financial reporting, payroll processing, banking activity, reconciliations, compliance filings, and ERP/accounting system maintenance.

This position requires strong attention to detail, organization, confidentiality, and the ability to manage accounting functions across multiple systems including Prophet 21 (P21), QuickBooks Online, and Paycom.

Systems Used

ERP & Accounting Systems

• Prophet 21 (P21) – primary ERP system
• QuickBooks Online (QBO) – accounting/financial reporting
  • NOTE: QBO is not integrated with P21
  • Requires manual entry and reconciliation between systems

Payroll & HR Systems

• Paycom
  • Payroll processing
  • PTO tracking
  • Benefits administration
  • Employee time-off approvals
  • Punch/time corrections

Daily Responsibilities

Banking & Cash Management

• Complete daily bank reconciliations
• Monitor cash balances and banking activity
• Enter ACH deposits into QuickBooks Online
• Enter ACH and wire payments into QuickBooks Online
• Enter physical checks received from team members/vendors into QBO
• Maintain accurate cash records between bank accounts and accounting system

Accounts Payable / Payments

• Enter credit card payments into QBO from statements
• Process and record vendor payments
• Monitor outstanding payments and banking transactions
• Review freight-related expenses and ensure proper GL allocation between freight and material cost categories

Payroll & HR Administration

• Review Paycom punch change requests
• Review and approve PTO/time-off requests
• Ensure payroll data accuracy
• Process weekly payroll
• Coordinate payroll corrections as needed

Weekly Responsibilities

Payroll

• Process weekly payroll through Paycom
• Verify employee hours, deductions, and PTO balances
• Ensure payroll taxes and deductions are accurate
• Review payroll reports and exports

Financial Review

• Review cash flow and outstanding liabilities
• Monitor receivables/payables activity
• Verify accounting entries between P21 and QBO

Monthly Responsibilities

Accounting & Reconciliations

• Reconcile all bank statements
• Complete monthly accounting checklist
• Review and reconcile P21 data against QuickBooks Online
• Ensure all manual journal entries are complete and accurate

Financial Reporting

• Run and review monthly Profit & Loss statements
• Run and review monthly Balance Sheet reports
• Assist ownership/management with financial reporting and analysis

Sales Tax

• Prepare and file monthly sales tax for each branch/location
• Maintain sales tax records and filing deadlines
• Review inventory adjustments and write-offs during sales tax review process

Commissions

• Calculate and process monthly commissions
• Verify commission accuracy against sales reports

Recurring Payments

• Process monthly and bi-monthly recurring payments
• Monitor subscriptions, leases, and scheduled obligations

Vendor & Cost Review

• Track vendor rebates and maintain supporting documentation
• Review freight allocation entries and ensure expenses are coded correctly between Cost of Goods Freight and Cost of Goods Material accounts

Administrative & Compliance Responsibilities

Licensing & Compliance

• Maintain city business licenses
• Track renewal dates and filing requirements
• Ensure compliance with local/state requirements

Financial Oversight Responsibilities

Reporting

• Prepare monthly financial statements
• Maintain accurate general ledger records
• Ensure timely and accurate financial reporting

Internal Controls

• Maintain accounting accuracy between P21 and QBO
• Ensure proper documentation of financial transactions
• Identify discrepancies and resolve issues promptly

Audit & Compliance Support

• Assist with CPA requests
• Prepare supporting documentation for audits or tax filings
• Maintain organized accounting records

Required Skills & Qualifications

Technical Skills

• Required experience with:
  • QuickBooks Online
  • Paycom or similar payroll software
  • Microsoft Excel
• Experience with Prophet 21 (preferred)
• Strong understanding of:
  • General ledger accounting
  • Bank reconciliations
  • Payroll processing
  • Sales tax filings
  • Accounts payable/accounts receivable
  • Financial reporting
  • Cost accounting and expense allocation

Experience Requirements

• Minimum 5+ years of accounting and/or controller experience
• Experience with month-end and year-end closing processes
• Experience managing manual accounting integrations between systems

Professional Skills

• Strong organizational skills
• High attention to detail
• Ability to prioritize multiple deadlines
• Strong communication skills
• Ability to maintain confidentiality
• Self-motivated and dependable

Preferred Qualifications

• Experience in distribution, industrial supply, or ERP-based environments
• Inventory management and inventory reconciliation experience
• Experience reviewing inventory adjustments and write-offs
• Understanding of inventory costing and valuation methods
• Experience tracking vendor rebates
• Experience with freight allocation and cost categorization