Accounting Specialist (Nightshift - US)

ABOUT THE ROLE 

The Accounting Specialist plays a key role in supporting accounting operations. This is a multi-functional transactional role within the Office of the CFO, responsible for job costing and project accounting administration, procurement, and payroll support. A significant part of the role is maintaining accurate job and project records in ServiceTitan, which requires close daily coordination with the Operations team. The successful candidate will be the catalyst for keeping project information current — actively pursuing updates rather than waiting to receive them — so strong communication and persistent follow-up are essential. The role excludes General Ledger and Sales & Use Tax responsibilities, which sit with the Intermediate Accountant.

KEY RESPONSIBILITIES

Job Costing, Project Accounting & Reporting

• Prepare job-costing reports comparing job-to-date hours incurred vs. quoted hours
• Monitor the contracting inbox and set up awarded jobs and estimates in QuickBooks and ServiceTitan
• Perform data entry into ServiceTitan to maintain accurate and complete job and project records
• Create small and simple quotes in ServiceTitan from information provided by Operations
• Maintain document storage within ServiceTitan
• Keep project records current in ServiceTitan in real time, including project status (ongoing, complete, on hold), start dates, target completion dates, crew size, and customer communications
• Liaise with Operations daily to obtain, confirm and record project updates
• Reconcile spreadsheet-based project tracking back into ServiceTitan so a single source of truth is maintained

Procurement

• Create purchase orders in QuickBooks for job material purchases
• Order materials for scheduled and awarded jobs
• Coordinate with Operations and vendors on material requirements and delivery timelines

Payroll Support

• Reconcile Paychex hours to Team Connect
• Review technician timesheets captured through the field mobile application
• Investigate and resolve timesheet discrepancies daily
• Work with Operations to reduce recurring timesheet submission issues at source
• Calculate payroll and provide to Controller for review

SKILLS & QUALIFICATIONS

Educational background required / desired:

• Bachelor's Degree or Associate Degree in Accountancy or Accounting Technology
• Or equivalent to 2–3 years of experience in an accounting or finance role, preferably in a small to medium-sized business
• Experience supporting a field service, construction, trades or project-based business is an advantage
• Accounting degree or equivalent experience preferred

Qualifications — required / desired Legal Assistance/Paralegal

• Experience with ServiceTitan, or a comparable field service management platform, is strongly preferred
• Proficient in QuickBooks and Microsoft Office (Excel, Word, Outlook)
• Working knowledge of Paychex and Team Connect is an advantage
• Proficient in high-volume data entry with consistent accuracy
• Hands-on experience with spreadsheets and proprietary software
• Able to use accounting software and spreadsheets to record, track and analyze financial and project data
• Confident building and maintaining project trackers and schedules in Excel

Core Competencies

• Strong attention to detail and accuracy
• Excellent written and verbal communication, with the confidence to follow up with stakeholders for information
• Persistent and reliable follow-through — able to drive updates from a busy Operations team consistently
• Experienced in accurately processing transactions with minimal to no errors
• Comfortable working across both finance and operations stakeholders
• Ability to work independently, prioritize competing tasks, and collaborate effectively within a team