Accounting Associate

Overview

This role involves managing and coordinating internal financial operations and client financial processes for a conference management organization. The Accounting Associate is responsible for maintaining accurate financial records, supporting invoicing and payment workflows, reconciling transactions, and coordinating expense reimbursements. The position supports financial workflows across multiple business units and collaborates closely with internal teams and clients to ensure financial accuracy and operational efficiency.

The role reports to the Senior Director, HR & Admin and is remote, with a preference for candidates in Eastern or Central Time zones. This is a full-time, exempt position.

Responsibilities

Financial Operations & Reconciliation

• Reconcile company and employee credit card transactions and track budgets accurately.
• Perform monthly bank account reconciliations and investigate discrepancies.
• Maintain and validate the accuracy of financial records across internal accounting systems.
• Assist with periodic internal financial audits in coordination with senior leadership.
• Monitor financial workflows to identify discrepancies, inefficiencies, or opportunities for process improvement.

Client Billing & Accounts Receivable

• Prepare and issue client invoices for conference management, operations management, and digital solutions services.
• Monitor incoming payments and track accounts receivable accurately.
• Respond to client billing inquiries and coordinate with internal stakeholders to resolve discrepancies.
• Follow up proactively on outstanding invoices to support timely collections.
• Maintain clear documentation of billing workflows and client financial records.

Expense Reimbursement Management

• Coordinate employee expense reimbursement cycles, communicate timelines, and ensure compliance with policies.
• Review and validate submitted expense reports for completeness and accuracy.
• Recommend improvements to expense management processes and documentation.

Payment Processing & Vendor Coordination

• Process vendor payments and other financial disbursements via check, credit card, or electronic transfer.
• Maintain accurate documentation and tracking of payment requests to ensure transparency and audit readiness.

Client Financial Support

• Collaborate with internal business units to align financial data and billing processes with client contracts and operational workflows.
• Support audit review of final conference budgets prior to financial close.
• Assist in preparing client financial reports as requested.
• Serve as a financial administrative liaison for clients regarding accounts payable and receivable matters.
• Perform other duties as assigned.

Requirements

• Bachelor’s degree in accounting, finance, business administration, or related field, or equivalent combination of education and experience.
• Minimum of 3 years of experience in accounting or bookkeeping.
• Advanced proficiency in Microsoft Excel.
• Proficiency with accounting software such as QuickBooks Online, QuickBooks Desktop, Xero, or Sage.
• Strong organizational skills with the ability to manage multiple financial workflows simultaneously and work independently.
• Ability to handle sensitive information with the highest degree of confidentiality.
• Demonstrated ability to identify inefficiencies and recommend process improvements.
• Strong customer service orientation and effective written communication skills for supporting internal teams and external clients.

Preferred Qualifications

• Working knowledge of Generally Accepted Accounting Principles (GAAP).
• Relevant financial accounting or bookkeeping certifications.
• Actively pursuing or holding CPA certification.
• Familiarity with evolving global financial regulations.

Travel

• This role does not require regular travel.
• Occasional travel may be required for annual company or department retreats, with a maximum of less than 5% travel.

Physical Requirements

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

Compensation and Benefits

• Starting salary of $51,000 per year, commensurate with skills, education, and experience.
• Comprehensive medical, dental, and vision insurance with full employee premiums covered.
• Health Flexible Spending Account (FSA) for eligible health and wellness expenses.
• 401(k) retirement plan with dollar-for-dollar match up to 5% of employee deferrals, available after 90-day onboarding.
• Uncapped flexible time off following the 90-day onboarding period.
• 14 paid company holidays.
• Individual professional development budget.
• Annual office discretionary budget.
• Monthly gym membership reimbursement.