Accounting Specialist

Location: Phoenix/Scottsdale, AZ (preferred) or Remote (with travel to Phoenix)

Reports to: Director of Operations (interim), transitioning to Head of Accounting once that seat is filled

About YellowBird

YellowBird is an Inc. 5000 fastest-growing technology company founded in 2019 and built to simplify Environmental Health and Safety (EHS) and risk management. Our AI-powered marketplace connects enterprise organizations with credentialed EHS professionals (we call them Pros) through safety staffing and EHS project services, serving Insurance, Construction, Manufacturing, Energy, Logistics, and more. YellowBird is the single, most trusted solution to deliver safety programs at scale, everywhere.

Our culture runs on three things: Own It, lifelong learning, and authenticity.

The Opportunity

YellowBird is growing fast, and our accounting work has outgrown part-time coverage. Today, billing is supported by a part-time contractor, and much of the day-to-day bookkeeping falls to Operations. We are hiring a dedicated Accounting Specialist to own the daily engine of the business: paying our national network of Pros on time every week, getting every invoice to the right customer through the right channel, collecting what is owed, and handing our outside CPA firm clean, reconciled books every month. This is a hands-on role for someone who loves clean processes, follows procedure without shortcuts, and wants to help build an accounting function at a high-growth company.

What You Will Own

Pro Payments and Accounts Payable

• Weekly Pro payments: Run the weekly payment cycle for our national network of 1099 EHS Pros and vendors. On-time weekly Pro pay is a top company priority.
• Setup and controls: Verify Pro and vendor setup (W-9, bank details, duplicate checks) before first payment, and follow dual-approval controls on every payment above threshold.
• Pro communication: Answer Pro payment questions with clear, calm, service-minded communication, and resolve holds or discrepancies quickly.
• ear-end 1099s: Maintain clean contractor records all year so 1099 filing is accurate and on time.

Billing, Accounts Receivable, and Collections

• Invoicing: Issue accurate, timely customer invoices in QuickBooks Online, our system of record for invoices and AR, and manage the specific inbox.
• Partner-specific routing: Many of our channel partners and enterprise customers do not accept invoices by email alone. Submit invoices through each customer's required channel, including supplier portals (for example Taulia), procurement platforms (Coupa, Ariba, SAP), store-level billing, and customer-specific accounting contacts. Follow each account's documented routing rules every time.
• Payment terms: Track customer-specific terms (including Net 90 accounts) so cash forecasting and follow-up are accurate.
• Cash application: Apply customer payments and prepayments promptly and correctly.
• Collections: Own first-touch collections, maintain the weekly AR aging, and escalate past-due accounts. AR is a company priority, and you will be a key driver of collections pushes.
• Billing contacts: Keep customer billing contacts accurate, partnering with Sales to confirm who receives invoices at each account.

Payroll

• Gusto payroll: Run semi-monthly payroll in Gusto for W-2 employees and billable field staff, and reconcile payroll to the general ledger.

Timecards and Job Reconciliation

• Timecards: Collect and validate weekly Pro timecards, including overtime.
• Job-level reconciliation: Reconcile job-level transactions between YellowBird's platform and QuickBooks so every job is dated, billed, and paid correctly.
• Clean tagging: Keep customer and job tags in QuickBooks clean and consistent, including the tags used to calculate sales commissions.

Daily Reconciliations and Month-End Support

• Daily reconciliations: Reconcile bank, credit card, and Stripe activity and keep transactions coded correctly by department and vendor.
• Month-end packages: Prepare clean monthly invoice lists, reconciliations, and support packages for our outside CPA firm, which closes the books.

Procedures and Automation

• Procedures: Document and maintain written AP, AR, payroll, and Pro payment procedures (SOPs), including customer-specific invoice routing, so every step is repeatable and auditable.
• Automation: Identify manual steps and help automate them using QuickBooks rules, Stripe, HubSpot, and AI tools.

How Success Looks

In your first 90 days and beyond, success means:

• Weekly Pro payments go out on schedule every week, with no duplicate or misdirected payments.
• Every invoice is issued promptly and submitted through the correct customer channel the first time, with no invoices rejected or stalled for routing errors.
• The AR aging is current every week, past-due balances are trending down, and every past-due account has a documented next step.
• Bank, credit card, and Stripe accounts are reconciled daily, with no unexplained items carried into month-end.
• Our outside CPA firm receives a complete, clean month-end package on the agreed close calendar.
• Payroll runs accurately and on time, and reconciles to the general ledger every cycle.
• Customer and job tags in QuickBooks are clean enough that commissions and job reporting need no manual cleanup.
• Written SOPs exist for AP, AR, payroll, Pro payments, and customer invoice routing, and Operations is no longer the default owner of day-to-day bookkeeping.

What You Bring

• Experience: 3-5+ years in staff accounting or full-charge bookkeeping in services, B2B SaaS, staffing, or marketplace businesses.
• Contractor payments at scale: Proven experience paying high volumes of 1099 contractors accurately, including year-end 1099 filing.
• Payroll: Hands-on Gusto (or comparable) payroll experience. Multi-state experience preferred.
• Enterprise billing: Experience submitting invoices through customer supplier portals and procurement platforms (Coupa, Ariba, SAP, Taulia, or similar) is a strong plus.
• Process discipline: A track record of following and improving AP and AR procedures that prevent errors before they happen.
• Technology proficiency: Strong QuickBooks Online, Stripe, Gusto, and Excel or Google Sheets skills. HubSpot or other CRM experience preferred. Genuine enthusiasm for automation and AI.
• Integrity and discretion: Handles confidential financial, payroll, and Pro payment data with care, shares it only on a need-to-know basis, and discloses any vendor relationship or conflict upfront.
• Communication: A service mindset in every interaction. Clear written and verbal skills, calm under pressure, and able to de-escalate a frustrated Pro or customer while still collecting what is owed.

Tools You Will Use

• QuickBooks Online: System of record for invoices, AR, and the general ledger
• Gusto: Semi-monthly payroll for W-2 employees and billable field staff
• Stripe: Customer payments and reconciliation
• HubSpot: Customer, deal, and billing contact information
• Google Workspace: Sheets (including the Ready To Pay tracker), Docs, Drive, and shared accounting inboxes
• Customer portals: Supplier portals and procurement platforms such as Taulia, Coupa, Ariba, and SAP
• AI tools: Assistants and automations that remove manual steps
• Birdseye: Internal YellowBird platform

How We Work Together

• Director of Operations: Your manager for now. Sets priorities, approves payments above threshold, and supports escalations.
• Billing contractor: Supports billing during the transition and helps hand off current processes and account knowledge.
• Executive Assistant: Partners with you on scheduling, documents, and cross-team follow-up.
• Sales team: Confirms billing contacts and customer requirements. You keep pricing, cost, and Pro payment details confidential and share only what Sales needs to bill and collect.
• Outside CPA firm: Closes the books each month. You prepare the clean, reconciled support they need. This role supports our CPA firm. It does not replace it.

What this role is (and is not)

This role owns day-to-day accounting and bookkeeping: Pro payments, billing, AR, payroll, and reconciliations. It is not a controller or CFO role, and month-end close stays with our outside CPA firm. As the company grows, there is room to grow with it.

Why You'll Love Working at YellowBird

• Real impact at a high-growth, mission-driven company. You will build the accounting foundation as we scale.
• Comprehensive benefits: health, dental, vision, 401(k) match, generous PTO, and a flexible work culture.
• Professional growth: mentorship, learning opportunities, and an entrepreneurial environment where ideas matter.

Pay: $58,000.00 - $68,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Vision insurance
• Work from home

Work Location: In person