Finance Operations Specialist

Lux4Biz is hiring a Finance Operations Specialist to support a small finance team across multiple entities. This onsite role in Manchester Center, VT focuses on accounts payable, payroll support, month-end close activities, and continuous process improvement through tools built around QuickBooks Online.

Role Overview

In this position, you will review and enter vendor bills in QuickBooks Online, coordinate approval confirmations and payment runs, reconcile key accounts for month-end close, and collect payroll-related inputs for a third-party payroll provider. You will also document workflows, identify repeat manual steps, and help implement and test automation such as bill capture and bank rules, including integrations between field software and QuickBooks.

Key Responsibilities

• Review, code, and enter vendor bills across entities in QuickBooks Online.
• Confirm approvals and prepare check and ACH payment runs.
• Maintain clean vendor records and reconcile vendor statements.
• Collect hours, PTO, bonuses, deductions, and employee changes for the payroll provider.
• Reconcile payroll reports to the books, prepare payroll entries and accruals, and respond to routine payroll questions with discretion.
• Complete bank and credit card reconciliations, accruals, journal entries, intercompany entries, and supporting schedules for month-end close.
• Work from a close checklist alongside the Finance Operations Manager.
• Map current workflows, flag repetitive manual steps, and assist with setup and testing of tools such as bill capture, bank rules, and integrations between field software and QuickBooks.
• Track time saved from each change or improvement.
• Build schedules, support tax and audit preparation, answer job-cost questions, and handle ongoing month-end close needs.

Required Qualifications

• 3+ years of experience in accounts payable, bookkeeping, payroll support, or staff accounting.
• Strong understanding of accrual accounting, reconciliations, and how transactions flow to the financial statements.
• Hands-on experience with QuickBooks Online or comparable software.
• Strong spreadsheet skills, including lookups, pivot tables, and cleaning up messy exports.
• Detail-focused problem solving and strong attention to discrepancies.
• Comfort requesting missing information from owners and field managers, politely and more than once when needed.
• Professional discretion with payroll, employee, and financial information.

Technology and Tools

• QuickBooks Online
• ACH
• Zapier
• ServiceTitan
• Jobber

Benefits

• Health insurance
• Paid time off
• Retirement plan
• Company-paid health insurance through MVP (100% of employee premium, valued at $835/month)
• Simple IRA match (3%)
• Paid holidays
• First-year employees: 40 hours of PTO and 40 hours of sick pay
• Employee referral bonus program: $1,000 for full-time referrals, paid in two installments (at sign-on and at 90 days)

Nice to Have

• Multi-entity and intercompany accounting experience.
• Experience working with a third-party payroll provider.
• Exposure to field-service or job-management tools such as ServiceTitan or Jobber.
• Hands-on experience with automation or AI tools, including Zapier, bill-capture apps, bank rules, or AI assistants in a work setting.
• An associate’s or bachelor’s degree in accounting, finance, or a related field.

What Success Looks Like

• First 90 days: own AP for all entities, with bills entered and coded within three business days of receipt.
• First 90 days: complete bank and credit card reconciliations with review, learn the payroll cycle, and document the current AP workflow step by step.
• By 6 months: reconciliations completed by the 10th business day.
• By 6 months: payroll inputs submitted accurately and on time every payroll cycle.
• By 6 months: first automation live (for example, bills flowing from the AP inbox into QuickBooks) and hours saved measured.
• By 12 months: support a close finished by the 15th business day.
• By 12 months: manual data entry reduced by 30–40%.
• By 12 months: at least three automations documented and operating.
• By 12 months: trusted backup for the Finance Operations Manager on core processes.

Work Style and Team Approach

The team prioritizes accurate payroll, on-time bill payments, and completing the close on schedule. The role includes understanding why each entry is made, not only where it is recorded, while supporting crews, CSRs, and owners by keeping requests clear and process-driven. Success is expected to show in clean reconciliations and well-documented workflows.

Location and Compensation

• Location: Manchester Center, VT (onsite)
• Compensation: USD 25–28 per hour