Bookkeeper & Administrator

Position Summary

We are seeking an experienced Bookkeeper & Administrator to manage day-to-day accounts payable and accounts receivable activities while providing administrative support to ensure efficient business operations. This role requires a highly organized, detail-oriented professional who can work independently, maintain confidentiality, and ensure financial records are accurate and up to date.

The ideal candidate has hands-on bookkeeping experience, strong attention to detail, and the ability to manage multiple priorities in a fast-paced environment while supporting the Controller and finance team with accounting and administrative needs.

Key Responsibilities

Accounts Payable

• Manage the accounts payable process, including entering and processing vendor invoices.
• Initiate ACH, wire, and other vendor payments as required.
• Maintain organized electronic records of invoices, payments, and supporting documentation.
• Monitor outstanding payables and assist with payment scheduling.

Accounts Receivable

• Manage day-to-day accounts receivable activities, including customer invoicing and payment tracking.
• Set up and maintain customer accounts and records.
• Monitor outstanding balances and follow up on overdue payments.
• Work with internal teams to resolve billing and collection issues.

Cash Flow & Reconciliations

• Prepare weekly cash flow reports and provide information regarding upcoming payments and disbursements.
• Reconcile bank and credit card accounts in the accounting system.
• Investigate and resolve discrepancies in financial records.
• Assist with maintaining accurate general ledger account information.

Administrative & HR Support

• Coordinate onboarding activities for new employees, including payroll system setup and required documentation.
• Coordinate equipment and workstation arrangements for new employees.
• Communicate onboarding information and first-day requirements to new hires.
• Assist with maintaining employee and administrative records.
• Support compliance activities, including renewals, filings, licenses, and other administrative requirements.

Accounting & General Support

• Work closely with the Controller to support monthly and year-end close activities.
• Assist with account reconciliations and general ledger maintenance.
• Maintain organized financial and administrative documentation.
• Assist with audits, reporting, and other accounting projects as needed.
• Perform additional clerical, accounting, and administrative duties as assigned.

Qualifications

Required

• 3–5 years of bookkeeping experience, including accounts payable and accounts receivable.
• Experience with QuickBooks Online or similar accounting software.
• Basic understanding of Generally Accepted Accounting Principles (GAAP).
• Intermediate proficiency in Microsoft Excel and Word.
• Strong attention to detail and a high level of accuracy.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to work independently and manage multiple priorities.
• Ability to handle confidential financial and employee information responsibly.
• Proactive, dependable, and self-motivated with a strong work ethic.
• Ability to adapt to changing priorities in a growing organization.

Preferred

• Experience with payroll systems and employee onboarding processes.
• Familiarity with remote employee onboarding and administrative support.
• Experience with cloud-based document management and communication tools.
• Strong understanding of account reconciliations and cash flow reporting.
• Experience working in a remote or hybrid environment.