Accounting Specialist / Bookkeeper

The position owns the accounting functions for a three-location, multi-entity Generac home standby generator dealer operating in South Texas. This is a hands-on, player-coach role: this position personally closes the books each month, keeps the general ledger accurate across all entities, and turns that ledger into reporting the owner, lenders, and the outside CPA can rely on.

The company carries a large, floor-plan-financed generator inventory, runs installation and service crews in three markets, and is actively growing (including a building purchase and commercial financing). This position brings the books to an audit-ready standard, finishes the cleanup that followed the 2025 QuickBooks migration, and builds the monthly discipline that lets leadership make decisions from current, trustworthy numbers.

Key Responsibilities

• Month-End Close and Financial Reporting
• ▪    Own the full monthly close for all three operating entities and the parent company, using a documented close checklist and calendar.
• ▪    Reconcile every balance sheet account monthly: bank, credit card, merchant clearing, inventory, floor plan, fixed assets, loans, payroll liabilities, sales tax, intercompany, and equity.
• ▪    Prepare monthly entity-level and consolidated financial statements (P&L, balance sheet, and cash flow) with a written variance commentary for the Owner.
• ▪    Produce location-level reporting so leadership can compare Corpus Christi, the Valley, and Victoria on revenue, gross margin, labor cost, and overhead.
• ▪    Maintain a clean chart of accounts and enforce consistent coding across all entities.
• Inventory, Floor Plan, and Cost of Goods Sold
• ▪    Own generator inventory accounting at the serial-number level, from receipt through installation, so inventory on the balance sheet ties to the floor plan statement plus cash-purchased units.
• ▪    Relieve inventory to cost of goods sold each month for completed installations, using completed work-order and invoice data from RevLink and RazorSync.
• ▪    Structure inventory into clear sub-accounts (floor-planned generators, cash-purchased generators, transfer switches, parts and electrical supplies) and reconcile each one.
• ▪    Reconcile the floor plan lender statement monthly, track curtailments and interest, and confirm sold units are paid off on time.
• ▪    Coordinate periodic physical counts at each location, investigate variances, and record shrinkage or adjustments with documented support.
• ▪    Track Generac warranty claim reimbursements and extended warranty sales and costs so receivables and margins are accurate.
• Payroll Accounting
• ▪    Review each Gusto payroll before approval and own the Gusto-to-QuickBooks mapping, so wages post to the correct entity, location, and department.
• ▪    Allocate direct labor (installation and service) to cost of goods sold and administrative and sales wages to operating expense, and reclassify with journal entries when needed.
• ▪    Record payroll taxes, benefits, and withholdings correctly, keeping employee withholdings on the balance sheet rather than in expense, and reconcile payroll liability accounts monthly.
• ▪    Support commission, flag-time, and incentive pay calculations with accurate, timely data.
• Multi-Entity and Intercompany Accounting
• ▪    Record and reconcile intercompany transactions between the three operating LLCs and the parent company so that due-to and due-from balances agree every month.
• ▪    Prepare consolidating schedules and eliminations for consolidated statements.
• ▪    Document intercompany policies (shared costs, management fees, inventory transfers, and loans) and apply them consistently.
• Cash, Banking, and Lender Relations
• ▪    Maintain a rolling 13-week cash flow forecast and a monthly cash position report for the Owner.
• ▪    Manage accounts payable timing and vendor terms, and oversee accounts receivable, including homeowner financing fundings, merchant deposits, and fees.
• ▪    Prepare lender reporting and loan application packages (financial statements, schedules, and supporting documents) for the company's banks, SBA lender, and floor plan provider.
• ▪    Track loan and equipment financing balances, payment schedules, and any covenant requirements.
• Tax, Franchise, and Compliance
• ▪    Prepare and file Texas sales and use tax returns and reconcile sales tax payable to filed returns each month.
• ▪    Prepare and reconcile franchise royalty reporting.
• ▪    Serve as the primary contact for the outside CPA firm: deliver a clean year-end trial balance, support schedules, and fixed asset rollforward for tax return preparation.
• ▪    Maintain the fixed asset register and depreciation schedule so book depreciation agrees with what is reported on the tax returns.
• ▪    Handle 1099 reporting, property tax renditions, and other recurring filings, and maintain a compliance calendar.
• Historical Cleanup and Audit Readiness
• ▪    Complete the reconciliation of prior-year balances following the 2025 QuickBooks migration, including review and correction of historical inventory and cost of goods sold entries against filed tax returns.
• ▪    Clear legacy balances (opening balance equity, temporary and suspense accounts, and stale intercompany entries) with documented support.
• ▪    Bring the books to a standard that would hold up to a lender review or a financial statement review engagement.
• Planning, Analysis, and Decision Support
• ▪    Build and maintain the annual budget by location and report budget-to-actual results monthly.
• ▪    Analyze gross margin by job type (new installation, service, maintenance agreements, and warranty), by location, and by sales channel.
• ▪    Provide the Owner with KPI reporting on cash, margin, labor efficiency, inventory turns, and receivables.
• ▪    Model the financial impact of growth decisions, such as new facilities, hiring, new product lines, and financing options.
• ▪    Participate in monthly financial review meetings with the Owner and outside advisors.
• Systems, Controls, and Process Improvement
• ▪    Design and maintain internal controls appropriate for a growing small business, including approvals, segregation of duties where practical, and documented account reconciliations.
• ▪    Write and maintain accounting procedures (close, inventory relief, payroll review, intercompany, and sales tax) so the work is repeatable and transferable.
• ▪    Partner with the company's automation and reporting resources to improve data flow between RevLink, RazorSync, Gusto, and QuickBooks Online, in line with franchisor data-handling standards.
• ▪    Identify manual workarounds and replace them with reliable, documented processes.

Qualifications

• Required
• ▪    5+ years of progressive, full-cycle accounting experience, including personally owning the month-end close.
• ▪    Experience in an inventory-intensive business (equipment dealer, distribution, HVAC, electrical, or home services preferred), including inventory relief to cost of goods sold.
• ▪    Experience accounting for multiple entities, including intercompany reconciliation and consolidated reporting.
• ▪    Advanced proficiency in QuickBooks Online and Excel (lookups, pivot tables, and reconciliations).
• ▪    Working knowledge of payroll accounting, payroll tax liabilities, and Texas sales and use tax.
• ▪    Demonstrated ability to clean up and reconcile historical records and document the corrections clearly.
• Preferred
• ▪    Bachelor's degree in accounting or finance, or equivalent experience.
• ▪    Experience with floor plan financing, manufacturer warranty claims, or dealer accounting.
• ▪    Experience preparing lender reporting packages and working with SBA or commercial lenders.
• ▪    Familiarity with Gusto, field service software (RazorSync or similar), and Power BI or similar reporting tools.
• ▪    Experience in a franchise environment.
• ▪    Bilingual in English and Spanish.
• Work Environment
• ▪    Office-based at the Corpus Christi location, working closely with the Owner, office staff, sales, and operations.
• ▪    Regular travel to the Victoria and Valley locations for inventory counts, process reviews, and team support.
• ▪    Extended hours may be needed during month-end close, year-end, lender deadlines, and storm-driven demand surges.