Accounting and Procurement Specialist — Full Time US Pacific Hours M - F 8:00AM - 5:00 PM

Accounting and Procurement Specialist — Full Time US Pacific Hours M - F 8:00AM - 5:00 PM ABOUT THE ROLE We're looking for an Accounting and Procurement Specialist who understands how an MSP works — and can step in and own our quoting, purchasing, and vendor coordination from day one. You'll work alongside our operations lead during onboarding and take on increasing ownership as you get up to speed. A core part of this role is keeping our service desk and project teams moving and our customers well-served. That means the service desk always has accurate, up-to-date status on open orders and quotes, and our project team has a reliable partner for quoting, procurement, invoicing, and tracking on every engagement. This is an operational role with real accountability — not a support function. The workload will ramp as you settle in. For the right person, there's a clear path toward broader financial operations, reporting, and cross-team coordination over time. KEY RESPONSIBILITIES Accounts Payable • Process bills, categorize expenses, and audit incoming invoices. • Maintain vendor accounts including W-9s, contracts, and documentation. • Prepare and submit payments for approval. Accounts Receivable • Review, process, and send invoices through QuickBooks and ConnectWise Manage PSA. • Record and reconcile payments • Support collections, including direct client communication as needed. Accounting & Invoicing • Manage QuickBooks bank feeds - synchronize, categorize, and reconcile transactions daily. • Manage, categorize, and control the all the expenses and income optimizing the P&L. • Create and manage client agreements; ensure accuracy across invoicing, credit memos, and billing reconciliations. • Process and manage all invoicing to include monthly client invoices. • Handle client billing inquiries, past due notices, and reconciliation reminders promptly and accurately. • Generate and deliver end-of-month reports, reconciliations, and supporting documentation. • Provide financial analysis including cash flow summaries as requested. • Support external bookkeeping firm to ensure they can close the books monthly. Client Management • Create, maintain, and track client deal registrations, contracts, terms, and renewals. • Partner with leadership on upcoming contract renewals and opportunities • Handle all billing and fielding of questions from both internal and external parties. Quoting & Procurement • Respond to quote requests same day, create and track opportunities, sales orders, and purchase orders. • Research product pricing, reach out to vendors for quotes, process deal registrations, and apply appropriate markups to maximize margin. • Manage vendor agreements and vendor requirements. • Conduct diligent follow-up on open quotes, pending orders, and vendor deliveries. • Coordinate with the service and projects teams on order status and delivery timelines. Systems & Integrations • Maintain QuickBooks Online configurations, GL mappings, and product catalogs. • Ensure ConnectWise and QuickBooks integrations are functioning correctly QUALIFICATIONS • Minimum 2 years of full-charge bookkeeping. • Experience in an MSP, IT services, or technology-driven environment strongly preferred. • Procurement experience; understanding of IT products, purchasing channels, and vendor management. • Proficiency with QuickBooks Online and ConnectWise Manage PSA strongly preferred; certification a plus. • Excellent written communication skills - you will be the primary point of contact for clients on billing and quote inquiries. • Comfortable with urgency: the quote desk requires same-day responsiveness and the ability to shift focus as priorities change throughout the day. • Strong attention to detail, organizational skills, and ability to manage multiple workstreams simultaneously. A drive to follow up until you get a response to roadblocks. • Comfortable working with technology, automations, and AI-driven tools.