Senior Accountant

Senior Accountant

Location: Remote

Reports to: CFO

Employment type: Full-time

About American AI Logistics

American AI Logistics, Inc. (AAIL) is a defense technology company. We sit at the intersection of defense supply chain, sustainment, and modern data infrastructure, supporting prime contractors, platform program offices, and the Department of Defense.

Position summary

We are hiring a Senior Accountant to be the day-to-day backbone of AAIL’s accounting operations. This is a hands-on, do-it-all role spanning the close cycle, treasury support, AP/AR, and expense management. You will be the first dedicated accounting hire under the CFO, working closely with leadership to keep the books accurate, vendors and subcontractors paid on time, and government billing flowing cleanly. We are standing up NetSuite as our ERP alongside DCAA-compliant timekeeping and an indirect rate structure, so this role sits close to that build. The right person is comfortable rolling up their sleeves on anything from reconciling a credit card statement to preparing a government invoice and will have the opportunity to grow in scope and responsibility as the company scales.

Key responsibilities

Accounting and financial reporting

• Execute the monthly, quarterly, and annual close, including journal entries, accruals, and balance sheet reconciliations
• Maintain the general ledger, support chart of accounts management, and apply established accounting policies
• Apply ASC 606 revenue recognition for SaaS subscriptions and government contracts; track deferred revenue, contract assets, and contract liabilities
• Track software development cost capitalization and related amortization schedules
• Maintain fixed asset, prepaid expense, and accrual schedules
• Support the annual financial statement audit and corporate tax return process with external firms
• Prepare monthly financial statements and reporting packages for leadership

Government contract accounting and compliance

• Maintain the job cost structure: charge direct labor, subcontractor, and other direct costs to the correct contract, task order, and CLIN, and keep direct versus indirect assignment clean at the transaction level
• Maintain the indirect rate structure (fringe, overhead, G&A): monitor pool and base activity monthly, compare actual rates to provisional billing rates, and prepare variance and true-up analysis
• Screen and segregate unallowable costs under FAR Part 31 using the unallowable account structure in the chart of accounts, and keep the supporting documentation an auditor would expect to see
• Administer DCAA-compliant timekeeping: daily employee entry, total time accounting, audit trail on timesheet changes, supervisor approval, and reconciliation of labor distribution to payroll and the general ledger
• Prepare and submit government invoices for time-and-materials and firm-fixed-price work, including labor category and billing rate validation, travel and ODC substantiation, and subcontractor cost support
• Track contract funding and ceiling: funded value versus incurred and billed, CLIN-level burn, and limitation of cost / limitation of funds notification thresholds
• Keep purchased services and contracted resources in the correct indirect pool rather than direct-charging them to contracts
• Support accounting system adequacy requirements (SF1408 and the DFARS business system criteria) and act as the day-to-day contact for DCAA and external auditor document requests
• Support pricing and proposal work with cost buildups, basis-of-estimate backup, and provisional or forward pricing rate submissions

Treasury support

• Prepare daily, weekly, and rolling 13-week cash forecasts
• Support banking relationships and maintain account documentation, signatory records, and treasury controls
• Monitor working capital across operating, payroll, and reserve accounts
• Track government progress payments and contract-related cash receipts as applicable

Accounts payable and accounts receivable

• Execute AP and AR for AAIL, ensuring funds received from government customers flow accurately and on time to subcontractors and vendors
• Apply established principal-vs-agent guidance to pass-through transactions
• Operate within segregation-of-duties and approval workflows appropriate for federal contracting
• Maintain vendor master data, W-9 / W-8 collection, 1099 reporting, and SAM.gov registration upkeep

Expense management

• Review and reconcile corporate credit card charges, ensuring proper coding, receipts, and policy compliance
• Administer the employee expense reimbursement process and enforce the T&E policy
• Flag unusual or non-compliant charges to leadership and follow up with cardholders for resolution
• Track recurring vendor charges and software subscriptions; identify duplicate or unused spend

Systems and controls

• Help administer and improve the accounting tech stack (ERP, billing, AP automation, expense management, payroll)
• Document and follow internal controls, accounting policies, and SOPs; flag gaps and recommend improvements
• Work in NetSuite as a power user, from transaction entry through close, saved searches, and reporting, and support post-go-live configuration changes with our implementation partner
• Support the ERP transition: validate converted balances, reconcile legacy data, and run parallel closes through the cutover period

Required qualifications

• Bachelor’s degree in Accounting, Finance, or a related field
• 3–5 years of progressive accounting experience
• Experience with AP and AR operations, ideally including subcontractor or vendor pass-through payments
• Working knowledge of US GAAP, including ASC 606
• Previous experience in a DCAA-compliant accounting environment: job cost accounting, direct versus indirect charging, timekeeping requirements, and FAR Part 31 cost allowability
• Experience preparing government invoices and supporting government or prime contractor billing and audit documentation requests
• Strong Excel skills; comfort with reconciliations and large data sets
• Familiarity with AI tools such as Claude and a willingness to use them to work more efficiently
• A hands-on, do-it-all mindset and willingness to own anything from a credit card reconciliation to a government invoice
• Strong written and verbal communication, with precision and attention to detail

Preferred qualifications

• Experience supporting a pre-award accounting system survey, an SF1408 accounting system adequacy review, or a DCAA floor check
• Familiarity with FAR, DFARS, and Cost Accounting Standards as they apply to accounting and billing
• Experience at a SaaS or software company, particularly with subscription revenue, deferred revenue, or software capitalization
• Familiarity with WAWF/iRAPT, SAM.gov, PIEE, and other federal contracting systems
• Hands-on NetSuite experience, from transaction entry through close and reporting
• Experience with provisional billing rates, annual indirect rate true-ups, and incurred cost submissions
• US citizenship and eligibility to obtain a US security clearance

What we offer

• Competitive base salary, commensurate with experience (DOE)
• Health, dental, and vision coverage
• 401(k)
• Unlimited PTO and federal holidays
• The opportunity to be the first dedicated accounting hire under the CFO and grow with the company
• The opportunity to help build the accounting and finance function at a company shaping the future of defense logistics

AAIL is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.