Bookkeeper / Finance Ops Associate

Bookkeeper & Finance Ops Associate

Location: Fully remote ( U.S.-overlapping time zone preferred) Employment Type: Full-time, ~40 hours/week Reports To: Owner (works closely with the Director of Operations) Target Start: Early October 2026

About the Company

We are a rapidly growing, U.S.-based B2B company serving the Southeast, specializing in the sale and installation of cluster mailboxes, parcel lockers, signage, and related products. Our customers are HOAs, property managers, builders, and developers who count on us to deliver and install these systems accurately and on schedule.

As project volume grows, so does the flow of purchase orders, vendor invoices, client billing, and compliance paperwork that keeps every job moving. Keeping that engine running cleanly is exactly what this role owns.

About the Role

This role exists because our long-time office manager is transitioning to a reduced, part-time schedule, and we need someone to fully own the recurring financial and administrative workflows she currently runs. The priority is continuity — nothing should fall through the cracks during or after the handoff.

This is a foundational, process-driven position — not sales-facing — reporting directly to the owner and working day-to-day alongside our Director of Operations. We are hiring a long-term, fully integrated member of the team who takes ownership of this function, not a rotating contractor or a task-list-only assistant. You will be trusted with the financial backbone of the business, so accuracy, discretion, and follow-through matter more here than in a typical admin role.

Key Responsibilities

Bookkeeping & Accounts Payable

• Own daily and weekly bookkeeping in QuickBooks Online.

• Process vendor invoices: convert purchase orders to bills in QuickBooks and match them against vendor invoices, flagging discrepancies to Operations for approval before proceeding.

• Maintain the PO/bill tracking spreadsheet, updating status as items move from PO → bill → ready for payment.

• Support purchasing coordination alongside the PO/bill workflow.

• Support bi-weekly payroll processing, including compiling technician pay and W-2 commission data for review.

Accounts Receivable

• Generate and send client invoices, including client-specific processes such as national-account portals, per documented instructions.

• Track AR aging and follow up on outstanding invoices.

• Apply and reconcile incoming payments in QuickBooks.

QuickBooks & Financial Reporting

• Categorize transactions across QuickBooks Online and Ramp.

• Maintain QuickBooks Projects: update project stage (e.g., Deposit Pending → Needs to Order) and track budget vs. actuals.

• Reconcile bank and credit card accounts and keep the books close-ready each month.

• Update recurring reporting, including the GM report, yearly profit tracking, and the master/budget report.

• Support reporting on existing-customer engagement and lead activity as needed.

Insurance & Compliance

• Provide W-9 and Certificate of Insurance (COI) documents to customers and vendors on request.

• Route COI requests appropriately (insurance agent plus certificate-holder distribution) and reply directly to the requesting customer.

• Track credential and subscription renewals tied to specific property-management accounts, flagging renewal or cancellation decisions.

• Coordinate lien waiver notarization: route documents to the internal notary, then submit the executed waiver back to the customer or general contractor.

General Administration

• Maintain organized digital records of financial and compliance documents.

• Take on light project coordination and communication tasks as workflows mature.

Required Qualifications

• Hands-on experience with QuickBooks Online — able to identify and correct data-entry issues independently, not just follow a script.

• Prior experience with AP, AR, invoicing, or bookkeeping workflows in a small-business setting.

• Strong written English — this role emails customers and vendors directly on invoices, COIs, and compliance documents.

• High attention to detail and comfort following documented, multi-step processes exactly.

• Proficiency with Google Sheets.

• Self-directed and reliable — able to run the recurring workflow independently after a training period.

• Discretion with financial and vendor information.

Preferred Qualifications

• Experience with Ramp or a similar spend-management platform.

• Comfort learning and working in a CRM (Pipedrive) and a field-service tool (Jobber).

• Experience supporting payroll processing.

• Familiarity with construction or field-services billing — POs, job costing, budget vs. actuals, COIs, W-9s, and lien waivers.

• Experience with QuickBooks Projects or job-level cost tracking.

Ideal Candidate Profile

You are

• Highly organized and detail-oriented — you catch small discrepancies before they become problems.

• Proactive and ownership-minded — you run recurring workflows without reminders and raise issues early.

• Process-driven — you follow documented, multi-step procedures exactly, and improve them over time.

• A clear, professional written communicator, comfortable representing the company directly to customers and vendors.

• Discreet and trustworthy with sensitive financial information.

• In it for the long term — you want to own and grow a function, not bounce between short-term contracts.

Why Join Us

• Direct access to the owner and a seat inside the team, not outside it.

• A foundational role you will own and shape as the business grows.

• Stable, long-term, full-time work with a clear scope and real responsibility from day one.

Logistics

• Full-time, ~40 hours/week. Several workflows run daily or weekly; others are as-needed.

• Fully remote; candidates in South America or a similar time zone preferred.

• Reports to the owner; works closely with the Director of Operations and the outgoing office administrator during a ~30-day onboarding handoff.

• Target start: early October 2026.