Position Summary:
We are seeking a highly organized, detail-oriented Bookkeeper to manage and maintain the accuracy of our financial records, with a strong focus on QuickBooks Online (QBO). This role requires ownership of daily accounting tasks, reconciliations, and reporting while ensuring that all financial data is accurate, up to date, and aligned with leadership needs.
The ideal candidate is proactive, communicative, and process-driven — someone who ensures clarity, transparency, and control over the company’s financial operations while continuously improving systems and efficiency.
Job Details:
Work from Home
Monday to Friday | 11 PM to 8AM (Manila Time)
Responsibilities:
1. QuickBooks Online (QBO) Management
- Oversee all QBO functions including vendor bills, invoices, deposits, purchase orders (POs), reconciliations, and reporting.
- Update product costs on vendor bills, POs, and in the Products & Services list.
- Maintain accuracy across inventory, expense, and revenue records.
2. Transactions & Categorization
- Record and categorize all business expenses (vendor invoices, shipping, packaging, subscriptions, travel).
- Record all income streams from retail and wholesale channels.
- Refine and maintain category consistency for clear reporting.
3. Invoicing & Payments
- Track open and overdue invoices and prepare a weekly receivables report.
- Apply payments and ensure accounts receivable accuracy.
- Collaborate with leadership on invoice issuance and payment follow-ups.
4. Vendor Bills (Split Workflow)
- Enter bills, attach vendor invoices, and update item costs.
- Maintain a weekly list of bills due and mark bills as paid upon processing.
- Coordinate with leadership, who will receive items in QBO when goods arrive.
5. Bank & Credit Reconciliations
- Reconcile all accounts (bank, credit card, PayPal, Shopify) monthly.
- Identify and resolve discrepancies proactively.
6. Reporting
- Prepare and deliver a Weekly Financial Dashboard summarizing:
- Open invoices and overdue balances
- Bills due
- Expense summary
- Reconciliation status
- 2–4 week cash flow outlook
- Conduct bi-weekly financial check-ins with leadership.
- Produce monthly financial reports, including Profit & Loss and Balance Sheet.
7. Compliance & Tax Support
- Prepare quarterly sales tax reports.
- Support CPA with year-end close and 1099 preparation.
- Prepare annual expenses for the accountant.
8. Proactive Ownership
- Request missing invoices, receipts, or clarifications as needed.
- Flag recurring issues and suggest process improvements.
- Maintain consistent and proactive communication with leadership.
- Ensure wholesale accounts have resale certificates – compile list of accounts that need it and follow up with leadership until it is up to date.
9. Catch-Up and Clean-Up
- Review and clean historical data (bills, reconciliations, inventory mismatches).
- Ensure all financial records are fully up to date and accurate going forward.
10. Centralized Record Hub
- Develop and maintain organized digital folders (Drive/Dropbox) by year → month → vendor.
- Align all records and attachments with QBO documentation.
11. Expense Monitoring & Insights
- Track recurring subscriptions and vendor payments.
- Identify and flag unusual expense activity or cost spikes.
12. SOPs / Playbook Creation
- Build concise 1-page checklists and SOPs for key workflows:
- Weekly dashboard preparation
- Vendor bill processing
- Reconciliations
- Month-end close
- Accounts receivable follow-ups
- Ensure easy continuity and coverage for accounting tasks.
Qualifications:
- Proven experience as a Bookkeeper or Full-Charge Bookkeeper (2+ years).
- Strong QuickBooks Online proficiency — including reconciliation, reporting, and product cost management.
- Understanding of inventory-related accounting (Shopify or similar).
- Experience creating or improving standard operating procedures (SOPs) and process documentation is an advantage.
- Familiarity with cloud storage organization (Google Drive, Dropbox).
- Ability to conduct basic financial analysis and identify trends or anomalies in spending.
- Competence with cash flow forecasting and budgeting.
- Excellent attention to detail and organizational skills.
- Strong communication and follow-through habits.
- Experience preparing financial statements and supporting external accountants.
- Proactive and independent with minimal supervision.