Accounting Operations Specialist

Job Description

Job Description

Salary: $70,000 $85,000 (based on experience)

Accounting Operations Specialist (Hybrid Chicago, IL)

High-Ownership Role | Accuracy + Systems Improvement Focus

We are hiring an Accounting Operations Specialist to join a fast-growing Appraisal Management Company (AMC) based in Chicago.

This is a hands-on, high-accountability role for someone who thrives in daily accounting operations, takes ownership without needing reminders, and is excited about improving how things work not just maintaining them.

If you like structure, accuracy, problem-solving, and making processes better than you found them, this role will feel like home.

Who You Are

Youre someone who enjoys daily accounting work and takes pride in doing things the right way. You understand compliance, deadlines, and documentation and youre the type of person who stays ahead of tasks without being asked.

Youre curious, eager to learn, and naturally look for ways to improve workflows. Youre comfortable learning new tools, exploring automation, and finding cleaner, faster ways to run accounting processes.

Most importantly, you want to be someone leadership can fully trust. Youll work directly with the President of the company not as an assistant, but as a trusted operational partner who owns your responsibilities and brings forward ideas to improve the business.

What Makes This Role Different

This is not a passive bookkeeping job.

You will own core financial operations end-to-end, including:

• Accounts Payable
• Accounts Receivable
• Client invoicing & billing accuracy
• Collections & AR follow-up
• Vendor & appraiser payments
• Bank & credit card reconciliations
• Payroll processing
• Financial documentation & audit readiness
• Vendor onboarding follow-ups (W9s, ACH, profiles)

You will also play a key role in:

• Identifying workflow gaps
• Improving accounting processes
• Reducing manual steps
• Exploring automation and AI tools
• Strengthening documentation and financial controls

We value people who naturally ask: How can this be faster, cleaner, or more automated?

Financial & Licensing Compliance Responsibilities

This role includes maintaining and tracking all compliance requirements related to financial operations, including:

• State licensing and renewal tracking for the company and appraisers
• Ensuring all required documentation (W9s, ACH forms, contracts, insurance, credentials) is collected and stored properly
• Monitoring expiration dates and submitting renewals on time
• Maintaining audit-ready financial files and documentation trails
• Ensuring billing, invoicing, and payment processes follow internal controls
• Supporting 1099 preparation and vendor tax documentation
• Ensuring reconciliations, approvals, and financial records meet regulatory and audit standards

The Impact Youll Have

Your work directly affects:

• Cash flow
• Vendor and appraiser satisfaction
• Client billing accuracy
• Compliance readiness
• Operational efficiency
• Leadership decision-making

This is a role where your accuracy and follow-through keep the business running smoothly every single day.

Tools & Software Youll Use

Experience with these tools is helpful, but were open to training the right candidate:

• QuickBooks Online
• Excel (intermediate to advanced)
• CRM or workflow tools
• Banking portals & reconciliation tools
• AI-enabled tools (ChatGPT, OCR tools, automation scripts)

How Youll Work

This role works closely with the President of the company on financial priorities and operational follow-ups.

This is a high-trust, high-visibility role not an assistant position. You are expected to own your responsibilities fully, follow through consistently, and help keep financial operations running smoothly and proactively.

What Youll Bring

Hands-on accounting experience (AP, AR, invoicing, reconciliations)

Understanding of financial compliance, documentation, and deadlines

High attention to detail and accuracy

Ability to manage multiple priorities independently

Natural proactivity and follow-through

Curiosity about improving workflows and systems

Comfort learning new tools and automation

Pride in producing clean, complete, reliable work

A desire to be a trusted partner to leadership

Payroll experience is a plus but we will train the right candidate.

Key Performance Indicators (KPIs)

Success in this role will be measured by:

AP processing accuracy and timeliness

AR aging and collection effectiveness

On-time payroll with zero errors

Bank and credit card reconciliations completed by set deadlines

Accuracy and completeness of monthly close support

Reduction in manual steps through automation

Timely completion of licensing and compliance renewals

Responsiveness and follow-through on internal requests

What Success Looks Like in the First 90 Days

You fully own AP, AR, and payroll cycles

Reconciliations are completed accurately and on time

Youve identified at least 23 process improvements

Vendor and client billing workflows are running smoothly

Youve built strong communication rhythms with leadership

Youve demonstrated reliability, accuracy, and proactive follow-through

Culture Snapshot

Were a family-run business, and that shows in how we treat our team. We believe people do their best work when they feel respected, supported, and valued not just as employees, but as people.

We work hard to create a stable environment where people enjoy coming to work, feel appreciated, and know they can rely on the people around them.

Were a close-knit team that works together, helps each other out, and is always open to learning and improving. New ideas are welcome, and were always looking for better ways to do things.

If youre looking for a workplace where people genuinely care about one another, where your work matters, and where you can build a long-term future, youll feel right at home here.

Why People Love Working Here

Youre treated like a person, not a number

Leadership is accessible, supportive, and invested in your success

The environment is stable, loyal, and team-oriented

Your work has a direct impact on the business

Youre encouraged to learn, grow, and bring new ideas

Our Future-Ready Work Philosophy

We believe in leveraging technology, automation, and continuous learning to build smarter, more efficient workflows. Were always looking for better ways to operate and we welcome people who think the same way.

Work Environment Snapshot

Small, collaborative team

Direct access to leadership

Clear processes with room for improvement

Supportive, family-business atmosphere

Work Structure

Full-time, MondayFriday (9:00 AM 5:00 PM)

Onsite role to start for training and integration

Transition to hybrid (3 days onsite per week) after ramp-up and full role ownership

Compensation & Benefits

We offer a competitive package including:

Base salary: $70,000 $85,000 (based on experience)

Health & dental insurance (employer-paid for employee coverage)

401(k) with 3% employer match

Paid time off

Sick leave

Hybrid work structure after onboarding

Our Hiring Process

Initial conversation

Skills/experience interview

Final interview with leadership

Offer

We respect your time and aim to make the process clear and efficient.

Inclusivity Statement

We welcome applicants from all backgrounds and experiences. If you meet most of the requirements and believe youd thrive here, we encourage you to apply.

Interested?

If youre someone who enjoys ownership, structure, accuracy, and continuous improvement, wed love to hear from you. Apply directly or reach out to [email protected]