Controller

Job Description

Position Details- Controller

Reports To: Chief Executive Officer and Fractional CFO

Employment Type: Full-Time, Direct Employee of our client (full benefits)

Work Location: On-site, full time, Bronx, NY 10454

Compensation: $150,000 annually, commensurate with experience

Position Overview

Incipient is seeking a hands-on Controller to own day-to-day accounting operations and financial reporting for our client s business. This role manages daily cash and banking activity, vendor and payroll processing, monthly and periodic close, multi-state sales tax compliance, and the annual financial review process. The Controller will also play a lead role supporting the company's ongoing ERP conversion, including data cleanup and master file standardization. This is a full-time, on-site position reporting jointly to the CEO and the company's fractional CFO.

Key Responsibilities

Daily

• Oversee the batch data integration from the AS-400 system into Microsoft Dynamics. Perform and/or review daily bank reconciliations for Operating, Controlled Disbursement, and Payroll accounts (Chase Bank); reconciliations follow completion of the AS-400 to Dynamics integration. Oversee retrieval and deposit of daily checks and cash, including preparation of cash deposit slips and coordination of check scanning. Maintain the purchase and marketing rebates workbook, reconciling activity to Microsoft Dynamics accounts. Review and process vendor payments via ACH, check, and bank debit, including invoice review, payment timing, and available discounts. Set up new vendors in Chase Connect for ACH and wire payments.

Weekly

• Oversee weekly payroll processing; reconcile the PayChex payroll entry to the Payroll bank account and book the related journal entry in Microsoft Dynamics. Review Accounts Payable and Accounts Receivable aging reports.

Monthly

• Prepare monthly journal entries and general ledger account reconciliations for the monthly close. Prepare and file monthly sales tax returns (New York, Connecticut, and Massachusetts).

Quarterly

• Prepare and file quarterly sales tax returns (New Jersey and Maryland). File the Connecticut Highway Use Tax (HUT) return using data from the Transportation team.

Semi-Annual / Annual

• Prepare and file the Pennsylvania sales tax return (semi-annual). Prepare financial statements and supporting documentation for the annual financial review with the company's external auditors (Forvis Mazars). Prepare and file the annual New Jersey Litter Control Fee return and the New York Highway Use Tax (HUT) return. Prepare documentation for the annual Workers' Compensation insurance audit (NYSIF, calendar-year policy).

Ad Hoc

• Partner with insurance brokers ahead of policy renewals. Fulfill Certificate of Insurance (COI) requests from customers. Review contracts as they come up for renewal.

ERP Conversion Support

• Maintain and update the Chart of Accounts mapping between AS-400/Microsoft Dynamics and the new ERP system. Keep the Customer Master, Vendor Master, and Item Master workbooks current as new records are added. Support standardization of historical sales history data (item numbers, descriptions, customer names) for use in the new system. Maintain related reference tables: Customer Terms, Vendor Terms, Delivery Windows, and Salesperson List.

Qualifications

• Bachelor s degree in accounting, Finance, or related field.
• 8+ years of progressive accounting/controllership experience, ideally in distribution, manufacturing, or a similar transaction-heavy environment.
• Hands-on experience with ERP systems; exposure to legacy AS-400 environments and Microsoft Dynamics strongly preferred.
• Demonstrated experience with multi-state sales tax compliance.
• Experience with bank platforms such as Chase Connect for ACH/wire processing.
• Strong Excel skills and comfort owning both daily transactional work and month/quarter/year-end close.
• Prior experience supporting an ERP conversion or system migration is a plus.
• High attention to detail, ownership mentality, and comfort operating in a lean, hands-on finance function.