A/R A/P Bookkeeper with Government Billing and FEMA

Job description
Job Title- A/R A/P Bookkeeper with Government Billing and FEMA

Visa- USC and GC

JD

Key Responsibilities

Accounts Payable (AP)
• Manage the full AP cycle in Bill.com and QuickBooks, including invoice entry, GL coding, routing for approval, and payment processing
• Coordinate payments to vendors, landlords, utilities, and contractors in accordance with internal timelines
• Upload and verify unit-level invoices related to rent, utilities, repairs, maintenance, and clean/make-ready (CMR) processes
• Maintain accurate records of vendor profiles, W-9s, and payment preferences
• Assist with designing and maintaining approval workflows in Dynamics 365 to ensure payment authorization is documented
• Process owner reimbursements and confirm payment terms for terminated or vacated FEMA units

Accounts Receivable (AR)
• Generate and track FEMA invoices for task orders, monthly rent, deposits, consolidated orders, and damage claims
• Post payments in QuickBooks and reconcile them with task order records and unit occupancy data
• Monitor receivables, follow up on unpaid invoices, and communicate with FEMA representatives as needed
• Ensure accuracy in rent proration, overlapping occupancy, and rent/utility splits
• Research and resolve payment discrepancies quickly and thoroughly

Reconciliation, Reporting, and Compliance
• Perform weekly bank and account reconciliations in QuickBooks
• Maintain organized, audit-ready documentation for all FEMA-related payments and approvals
• Support FEMA reporting needs by pulling task order payment data and preparing reimbursement support files
• Identify and correct billing errors related to dates, occupancy status, or contract limits
• Coordinate closely with property management and inspections teams to align financial records with operational activity

Core Competencies
• Highly analytical and extremely comfortable working with numbers, calculations, and detailed records
• Proficient in Excel
• Ability to reverse-engineer billing problems, identify missing data, and proactively clean up payment histories
• Familiarity with FEMA contracts or similar government reimbursement structures preferred
• Resourceful and solutions-driven; must be able to navigate ambiguity and “figure it out” when given incomplete information
• Not just a bookkeeper — this role requires a compliance-focused, systems-thinking mindset

Tools & Systems
• QuickBooks Online
• Bill.com
• Microsoft Dynamics 365 (Customer Service)
• Microsoft Excel
• Adobesign

Preferred Qualifications
• 3+ years of AP/AR experience (preferably in real estate, construction, or government contracting)
• Knowledge of GAAP, grant billing, or public housing/HUD payment structures
• Familiarity with government financial processes, task order billing, or property-level reconciliation is a plus
• Strong communication skills and ability to work independently in a remote environment