Procurement & Bookkeeping Specialist

ABOUT FATHOM ROBOTICS

Fathom Robotics provides operations, maintenance, training, and applied engineering services for uncrewed maritime systems supporting U.S. Government and commercial defense programs. We have multiple active projects across a variety of government and commercial clients and are actively fielding systems in operational environments.

ROLE OVERVIEW

Fathom Robotics is hiring a Procurement & Bookkeeping Specialist to join our administrative team and take ownership of day to day purchasing and bookkeeping. You will manage purchase requests, vendor records, and accounts payable, keep our books accurate and current, and make sure our financial records hold up to government contract requirements.

You will work closely with the Chief Administrative Officer and support program teams in Fort Worth and California. As the company grows, you will help build out our use of Unanet and put solid, repeatable financial processes in place.

Clean books and organized procurement records keep our programs moving, our vendors paid, and the company ready for any government review.

Morning: Review new purchase requests, check them against budget and approvals, and place orders with vendors.

Midday: Enter and code invoices, match them to purchase orders and receipts, and keep Unanet and the books up to date.

Afternoon: Reconcile accounts, process expense reports, and answer vendor and employee questions about payments.

Across all of it: Keep records organized in Google Workspace so anything can be pulled quickly for leadership, auditors, or a government customer.

PROGRAM CONDITIONS

This is a full-time, on-site role in Fort Worth, TX during standard weekday hours. Expect about 15 percent travel to California to support program teams and in-person administrative work. Month end close and contract deadlines may call for extra availability.

RESPONSIBILITIES

• Procurement
• Process purchase requests from start to finish: confirm approvals, request quotes, place orders, and track deliveries
• Set up and maintain vendor records, including W-9s, insurance certificates, and required contract terms
• Maintain purchase order and procurement files that meet government contract requirements
• Track spending against budgets and flag issues early
• Bookkeeping
• Manage accounts payable: enter, code, and match invoices to purchase orders and receipts, and prepare payment runs
• Support invoicing and accounts receivable
• Record transactions and reconcile bank and credit card accounts each month
• Review and process employee expense reports and travel reimbursements
• Support month end close and prepare financial reports for the Chief Administrative Officer
• Maintain financial records in Unanet and help build out its use across the company
• Keep financial and procurement files organized in Google Workspace
• Pull documentation quickly to support audits and government reviews

Requirements

• DESIRED QUALIFICATIONS
• 1-2 years of experience in procurement, accounts payable, or bookkeeping
• Hands-on experience with Unanet
• Strong working knowledge of Google Workspace, especially Sheets, Drive, and Gmail
• Solid understanding of accounts payable, accounts receivable, account reconciliations, and month end close
• Highly organized and detail oriented, with sound judgment handling confidential financial information
• Able to travel approximately 15 percent to California
• US person status required (defense program context)
• Must be able to pass a background check and be eligible to obtain a SECRET clearance
• PREFERRED BACKGROUNDS
• Procurement or accounting experience at a government or defense contractor
• Familiarity with FAR and DFARS purchasing requirements and DCAA compliant accounting
• QuickBooks Online experience
• Associate or bachelor's degree in accounting, finance, or business
• Experience helping a growing company set up or improve financial processes