Financial Operations Specialist

Description

Full-Time, Split Role Across Two Companies

Clayton Ceramics, LLC

Clayton Floor Covering & Design, LLC

Description

We are seeking a detail-oriented and highly organized accounting and financial operations professional to support both project-level billing/compliance functions and financial operations. Responsibilities span project billing, accounts payable, subcontractor compliance, and financial administration for each entity.

The ideal candidate will bring strong knowledge of construction billing workflows, compliance platforms, and core accounting processes, while also supporting broader financial reporting, reconciliations, and payment operations. This position is well-suited for someone who is comfortable managing recurring transactional work alongside periodic reporting and analysis.

Accounts Payable, Payments & Vendor Management

• Accurately enter and process vendor invoices in the accounting system.
• Monitor and manage the AP inbox; ensure timely processing and vendor communication.
• Reconcile vendor statements and follow up on outstanding items.
• Process ACH and wire payments in accordance with internal controls.
• Set up vendors (Form 5000, W-9) and maintain vendor records, including adding vendors to Tile Manager and Quickbooks.
• File and match check stubs for proper audit trails and payment documentation.
• Process monthly expenses in Concur and ensure proper coding and approvals.
• Support credit card setup, user access, and spending limits for teams.
• Administer Positive Pay and coordinate with banking partners as needed.

Project Billing & Financial Coordination

• Prepare and submit project billing based on approved schedules of values.
• Review contracts to extract billing terms, retainage rules, and submission timelines.
• Coordinate with project managers to distribute and track vendor labor invoices.
• Support reconciliation of project payments and monitor for discrepancies.
• Upload and manage billing submissions through platforms such as Textura, GCPay, and Procore.

Subcontractor Onboarding & Compliance

• Manage subcontractor onboarding, including W-9s, insurance certificates, and required compliance documentation.
• Track and manage conditional and unconditional lien waivers from subcontractors and suppliers.
• Provide accurate supplier waivers to clients based on payment status.
• Ensure all documentation and submissions comply with contractual and regulatory requirements.

Financial Reporting, Reconciliations & Analysis

• Perform monthly reconciliation of balance sheet accounts, including bank and credit card accounts.
• Prepare bank reconciliations and track deposits.
• Assist with month-end close activities.
• Calculate quarterly and monthly profit margins, sales, commissions, and bonus data.
• Prepare actual vs. budget reporting and variance summaries.
• Compile internal financial and operational reports for leadership review.

Platform, Controls & Audit Support

• Maintain compliance workflows across accounting, banking, and construction platforms.
• Ensure billing, payment, and reporting processes align with internal controls.
• Assist with audit support, documentation requests, and third-party reporting as needed.

Requirements

• Strong understanding of construction project billing, lien waivers, and schedules of values.
• Experience with ACH, wire payments, bank reconciliations, and general ledger accounting.
• Familiarity with construction platforms such as Textura, GCPay, and/or Procore is highly preferred.
• Experience with expense management tools (e.g., Concur) and vendor management systems.
• Proficient in accounting systems and Excel/Google Sheets.
• Highly organized with strong attention to detail and the ability to manage multiple deadlines.
• Clear, professional communication skills when working with vendors, project teams, and internal stakeholders.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.

What We Offer

• Competitive compensation and benefits aligned with a full-time role split across two companies
• Collaborative and supportive team culture