Accounting Specialist / Bookkeeper

Accounting Specialist / Bookkeeper

Position Overview

25N Coworking is seeking a detail-oriented, organized, and dependable Accounting Specialist / Bookkeeper to join our Accounting & Finance team. This position will play an important role in supporting the company's daily accounting operations, with primary responsibilities in AI-assisted accounts payable processing, corporate credit card expense management, accounts receivable collections, and bank reconciliations.

The ideal candidate has strong bookkeeping fundamentals, experience working with multiple accounting systems, and the ability to manage competing priorities while maintaining a high level of accuracy. This individual must be comfortable working independently, leveraging technology to improve accounting efficiencies, following established financial controls, and collaborating with team members across multiple departments.

Location

Hybrid work-from-home/in-office: The onboarding period (about 1-2 months) will be in-office Monday through Friday, at our Amara Club coworking space in Schaumburg, IL. After the onboarding period, this position will work 2 days per week in-office at the Amara Club and 3 days from home.

Schedule

This part-time role works about 22-28 hours per week, variable depending on the workload of the week. Per normal accounting cycles, the first and last week of the month tend to be heavier, while the middle two weeks tend to be lighter. Working hours will land between Monday-Friday 8a-5p, but can be flexible within that timeframe. There will need to be some working hours each day of the week.

Key Responsibilities

Accounts Payable & Vendor Invoice Processing

• Review and validate vendor invoices processed by AI agents, ensuring accurate data entry, general ledger coding, invoice amounts, vendor information, and payment terms across two accounting systems.
• Verify that AI-generated invoice entries accurately reflect the original vendor invoices and supporting documentation.
• Ensure all invoices comply with the company's established approval matrix, authorization requirements, and internal control procedures before being approved for payment.
• Identify, investigate, and correct errors, discrepancies, or exceptions resulting from AI-assisted invoice processing.
• Monitor AI-driven invoice processing workflows to ensure invoices are processed accurately, completely, and on a timely basis.
• Handle invoices requiring manual intervention, including exceptions, unusual transactions, and invoices that cannot be processed accurately by AI agents.
• Monitor outstanding invoices, payment due dates, and vendor account balances.
• Research and resolve vendor inquiries, invoice discrepancies, and duplicate charges.
• Maintain accurate electronic records of invoices, approvals, and payment documentation.
• Assist with vendor statement reconciliations and month-end accounts payable activities.
• Collaborate with the accounting team to identify opportunities to improve AI-assisted invoice processing, strengthen internal controls, and increase operational efficiency.

Corporate Credit Card Administration

• Review and process employee corporate credit card expense reports, ensuring expenses comply with company policies.
• Verify receipts, business purposes, expense classifications, and required management approvals.
• Follow up with employees regarding missing receipts, incomplete reports, or discrepancies.
• Accurately code and record corporate credit card transactions in the appropriate accounting system.
• Reconcile employee expense reports and supporting documentation to corporate credit card statements.
• Identify and escalate noncompliant or unusual expenses as appropriate.

Accounts Receivable & Collections Support

• Participate in the company's accounts receivable collections process to support timely receipt of customer payments.
• Review accounts receivable aging reports and identify overdue balances requiring follow-up.
• Communicate professionally with customers regarding outstanding invoices and payment status.
• Assist with resolving customer billing questions, payment discrepancies, and unapplied payments.
• Document collection activities, customer communications, and payment commitments.
• Collaborate with accounting and operations teams to resolve outstanding receivables and improve collection efficiency.

Bank Reconciliations & General Accounting

• Perform weekly bank reconciliations for multiple company bank accounts, ensuring transactions are accurately recorded and reconciled.
• Identify, investigate, and resolve reconciliation discrepancies in a timely manner.
• Review bank activity for unusual transactions, duplicate entries, and missing postings.
• Record and reconcile bank fees, transfers, and other routine banking transactions.
• Maintain complete supporting documentation for reconciliations and adjusting entries.
• Assist with month-end closing activities, general ledger reconciliations, and other accounting projects as assigned.
• Support the continuous improvement of accounting procedures, financial controls, and workflow efficiencies.

Required Qualifications

• Minimum of 2–3 years of bookkeeping or accounting experience, preferably with responsibilities in accounts payable, accounts receivable, and bank reconciliations.
• Working knowledge of basic accounting principles, general ledger transactions, and internal financial controls.
• Experience reviewing vendor invoices, validating accounting entries, and managing approval workflows.
• Experience reconciling multiple bank accounts and researching discrepancies.
• Proficiency with accounting software and the ability to work effectively across multiple financial systems.
• Comfort working with AI-assisted accounting tools, automated workflows, and technology-driven processes.
• Proficiency in Microsoft Excel, including sorting, filtering, and basic formulas.
• Strong organizational skills, attention to detail, and ability to meet recurring deadlines.
• Excellent written and verbal communication skills.
• Ability to handle confidential financial information with discretion and professionalism.

Preferred Qualifications

• Associate's or bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• Experience working with QuickBooks, Yardi, or similar accounting platforms.
• Experience supporting accounting operations for multiple business entities or locations.
• Familiarity with AI-assisted invoice processing, accounting automation, or automated accounts payable systems.
• Familiarity with corporate credit card expense management systems.
• Experience with accounts receivable aging reports and customer collections.
• Understanding of month-end close procedures and account reconciliation best practices.

Key Attributes for Success

• Accuracy & Accountability: Takes ownership of work and consistently produces accurate, complete financial records.
• Process & Compliance Focus: Understands the importance of following approval matrices, expense policies, and internal controls.
• Technology & Adaptability: Embraces AI-assisted accounting tools and automated processes while maintaining strong attention to accuracy and quality control.
• Time Management: Effectively prioritizes invoice reviews, weekly reconciliations, and other recurring deadlines.
• Problem-Solving: Proactively identifies discrepancies and works toward timely resolution.
• Collaboration: Communicates effectively with employees, managers, vendors, and customers.