Financial Operations Specialist Jobs

Senior Full-Charge Accountant & Financial Operations Manager

Company: BBMPS
Location: Miami, Florida
Reporting to: Chief Financial Officer (CFO)
Department: Accounting, Finance & Corporate Administration

Position Overview

BBMPS is seeking a highly experienced, independent, and proactive accounting professional to manage the complete financial and accounting operations of our Miami office.

This is a hands-on, one-person accounting department requiring strong technical accounting skills, financial judgment, excellent communication, and the ability to manage multiple responsibilities independently.

The successful candidate will work closely with the CFO to ensure accurate financial reporting, effective collections, timely payments, regulatory compliance, and strong financial controls.

Key Responsibilities1. Accounts Receivable & Collections

• Manage customer invoicing, statements, receivables, and outstanding balances.
• Conduct proactive collections through phone calls, emails, and direct negotiations.
• Resolve overdue payments, disputes, and customer account discrepancies.
• Monitor customer credit exposure, credit limits, and payment performance.
• Prepare weekly AR aging reports and collections forecasts.
• Recommend solutions to minimize bad debts and improve cash flow.

2. Accounts Payable, Bill Payments & Purchase Orders

• Manage vendor invoices, accounts payable, payment schedules, and supplier statements.
• Prepare, schedule, and execute authorized bill payments in accordance with company approval procedures.
• Verify invoices against purchase orders, receiving documentation, and agreed supplier conditions.
• Create, review, and administer purchase orders.
• Monitor open purchase orders, unpaid commitments, and supplier payment deadlines.
• Reconcile supplier balances and resolve billing discrepancies.
• Coordinate with purchasing and sales departments to ensure accurate financial records.
• Prevent duplicate payments, unauthorized expenses, and accounting errors.

3. QuickBooks Online & Reconciliations

• Independently manage daily accounting operations in QuickBooks Online.
• Maintain accurate customer, supplier, and general ledger accounts.
• Reconcile bank accounts, credit cards, AR/AP, and other balance sheet accounts.
• Investigate accounting discrepancies and implement corrections.
• Complete monthly closing activities and prepare financial statements.
• Maintain organized records and supporting documentation.

4. Payroll, Pay Stubs & Sales Commissions

• Coordinate payroll processing, verify payroll records, and prepare employee pay stubs through the appropriate payroll system.
• Calculate and verify sales commissions based on company commission policies.
• Reconcile commissions with invoices, customer collections, and applicable gross margins.
• Monitor salary payments, deductions, and payroll-related liabilities.
• Coordinate payroll tax filings and payments with payroll providers.
• Maintain confidential employee payroll and commission records.

5. Corporate Legal Documentation & State Filings

• Prepare and maintain corporate administrative and legal documentation.
• Coordinate company registrations, renewals, and statutory filings.
• Manage Florida annual report filings through Sunbiz.
• Monitor required state registrations and annual filings in other states where the company is registered.
• Track corporate licenses, permits, certificates of good standing, and renewal deadlines.
• Coordinate with registered agents, attorneys, and government agencies.
• Maintain organized corporate records and ensure timely submission of required documents.
• Escalate legal or regulatory issues requiring professional review.

6. Tax Documentation & Filing Coordination

• Prepare and organize financial records required for federal, state, and local tax filings.
• Coordinate business income tax return preparation with the company's CPA or authorized tax adviser.
• Manage applicable sales and use tax reporting, filings, and payment schedules.
• Prepare and coordinate applicable 1099, W-9, W-8, and other tax-related documentation.
• Maintain accurate tax records and supporting documentation.
• Track filing deadlines, payment obligations, and outstanding tax notices.
• Coordinate tax-related correspondence with the IRS and state revenue departments.
• Identify potential tax discrepancies or compliance risks and communicate them promptly to the CFO.
• Prepare and submit filings within the employee's authority and qualifications, with external professional review when required.

7. Financial Reporting, Profitability & Risk Management

• Prepare monthly Profit & Loss statements and financial reports.
• Analyze gross margins, expenses, operational profitability, and cash flow.
• Monitor customer and supplier financial exposure.
• Prepare cash flow forecasts and evaluate future payment commitments.
• Identify financial risks, unusual transactions, and potential losses.
• Recommend improvements to financial processes and internal controls.
• Provide the CFO with accurate, timely, and actionable financial information.

8. CFO Collaboration & Management Communication

• Work directly with the CFO on weekly and monthly financial reporting.
• Communicate outstanding collections, upcoming payments, financial risks, and compliance deadlines.
• Participate actively in financial reviews and management discussions.
• Explain accounting issues clearly, including causes, consequences, and recommended solutions.
• Take ownership of financial administration without requiring continuous supervision.

Required Qualifications

• Minimum 5–7 years of progressive accounting experience.
• Proven experience independently managing full-cycle accounting.
• Advanced, hands-on proficiency with QuickBooks Online.
• Strong AR/AP management and collections experience.
• Experience with payroll administration, pay stubs, and sales commissions.
• Experience managing vendor bills, purchase orders, and payment processing.
• Understanding of US federal and state tax documentation and filing procedures.
• Familiarity with Florida corporate filings and multistate compliance.
• Strong financial reporting, P&L analysis, cash flow management, and reconciliation skills.
• Advanced Excel proficiency.
• Excellent written and verbal communication skills.
• Experience in international B2B distribution, import/export, or industrial procurement preferred.

Professional Expectations

We require someone who can independently run the daily accounting department, communicate directly with customers and suppliers, identify risks, investigate financial inconsistencies, and provide practical solutions.

The candidate must be comfortable speaking with management and the CFO, not simply communicating through written reports.

This role requires ownership, judgment, initiative, accuracy, discretion, and a strong commitment to protecting the company's financial interests.

Pay: $45,000.00 - $50,000.00 per year

People with a criminal record are encouraged to apply

Education:

• Bachelor's (Preferred)

Language:

• English (Required)
• Spanish (Preferred)

Work Location: In person