Overview
This role involves managing the day-to-day accounting functions for two affiliated companies: a management services organization (MSO) and a 503A compounding pharmacy. The position requires ownership of accounts payable, accounts receivable, bookkeeping, and financial reporting to ensure both sets of books are accurate, current, and reconciled.
This is a foundational position responsible for building financial infrastructure and processes from the ground up, with an emphasis on repeatable, scalable systems. The role requires leveraging modern tools, including AI, to automate repetitive tasks and focus on accuracy and judgment.
Company Structure
- The pharmacy is the licensed entity that dispenses products and collects all customer revenue.
- The MSO provides management and back-office services to the pharmacy, including billing support, marketing, sales infrastructure, HR, IT, and finance.
- The MSO bills the pharmacy a management fee under a written Management Services Agreement.
- Revenue is collected by the pharmacy, and the management fee is recorded as revenue for the MSO and an expense for the pharmacy, requiring consistent intercompany reconciliation.
Key Responsibilities
Accounts Payable
- Process vendor invoices for both companies, including COGS suppliers, cold-chain and packaging, software, and contractors.
- Code, route for approval, schedule, and execute payment runs.
- Manage vendor records, W-9s, and 1099 tracking.
- Maintain AP aging reports and ensure timely, accurate payments.
Accounts Receivable
- Record and reconcile pharmacy revenue across all sales channels.
- Generate and issue the MSO's monthly management-fee invoice to the pharmacy and track collections.
- Manage AR aging and follow up on outstanding balances.
Bookkeeping & General Ledger
- Maintain accurate and current books for both companies using accounting software (e.g., QuickBooks Online).
- Categorize and reconcile all transactions.
- Perform monthly bank and credit card reconciliations.
- Maintain the chart of accounts and ensure clear separation of entity records.
Cash Management & Reconciliation
- Perform weekly reconciliations across both companies.
- Manage cash segmentation across bank accounts to allocate funds for operating, COGS, and profit accounts.
- Produce monthly profit-and-loss statements for each company aligned with profit-sweep processes.
- Build, run, and document the cash segmentation and sweep system to ensure reliability and scalability.
Intercompany Accounting
- Consistently book the management fee on both sets of books in accordance with the Management Services Agreement.
- Reconcile intercompany balances monthly to ensure both companies' records align.
- Identify and flag discrepancies between billed and paid amounts.
Reporting
- Produce timely monthly close and financial statements (P&L, balance sheet, cash flow) for each company.
- Maintain AR/AP aging reports and provide clear cash position updates for leadership.
- Support ad-hoc reporting needs for ownership, lenders, and tax preparation.
Process, Systems & AI
- Design and document accounting and cash management processes from scratch.
- Utilize AI and automation tools such as invoice capture, OCR, AI-assisted categorization, reconciliation aids, and report drafting to reduce manual work.
- Exercise judgment to verify automation outputs before reliance.
Requirements
- Minimum of three years of experience in accounts payable, accounts receivable, and full-cycle bookkeeping.
- Experience or ability to quickly learn multi-entity and intercompany accounting.
- Proficiency with accounting software (QuickBooks Online or similar) and strong spreadsheet skills.
- Comfort adopting new tools, including AI, to improve efficiency.
- High accuracy, discretion with sensitive financial data, and ability to work independently in a fast-paced, remote environment.
Preferred Qualifications
- Experience in healthcare, pharmacy, or MSO environments.
- Exposure to 1099 contractor and commission accounting.
- Familiarity with payroll processes.
Personal Attributes
- Coachable and receptive to feedback.
- High integrity and trustworthiness due to access to financial information across two companies.
- Eagerness to grow into leadership roles by taking ownership and anticipating challenges.
Growth Opportunity
This role serves as the foundation of the finance team. As business volume increases, additional staff will be added, providing a clear path for advancement into senior accounting or leadership positions.
Location
Remote work environment with expectations to operate efficiently in a lean, fast-moving setting.