Bookkeeper And Operations Administrator

Overview

You will work closely with the owner to maintain accurate financial records, ensure vendors are paid on time, and provide consistent reporting across multiple related businesses. This role combines hands-on bookkeeping with day-to-day administrative support to ensure smooth operations and clear financial visibility.

Job Highlights

Monthly Rate: USD 1397

Number of Paid Hours Per Week: 40 hours

Schedule: Monday to Friday, with availability to overlap at least 2–3 hours during U.S. business hours

Work Arrangement: Work from home

Contract: Independent Contractor

Side Note:

Since this is a permanent work-from-home position and an Independent Contractor role, candidates must have their own computer and reliable internet connection. Benefits and taxes are self-managed.

First 30–60 Days Goals

• Update books weekly, including bank and credit card reconciliations, accurate categorization, and attached receipts
• Organize and pay bills on schedule using approval workflows
• Verify sales, deposits, and merchant processor payouts
• Deliver weekly cash snapshots on time in a clear, consistent format
• Ensure daily administrative tasks run smoothly, including inbox management and vendor follow-ups

Core Responsibilities

Bookkeeping & Accounting Support

• Record and categorize transactions in QuickBooks Online or Xero
• Perform weekly and monthly reconciliations
• Maintain organized vendor lists and chart of accounts across entities
• Track intercompany expenses and allocations
• Keep digital records (receipts, invoices, statements) organized and consistent

Accounts Payable & Vendor Management

• Collect and verify invoices, prepare weekly payment runs
• Coordinate payment approvals before release
• Follow up on missing invoices, statements, credits, or refunds
• Maintain an accounts payable tracker for upcoming and overdue payments

Accounts Receivable & Deposit Tracking

• Track incoming payments, deposits, and processor payouts
• Match payouts to sales reports and flag discrepancies
• Assist with invoicing for B2B, catering, wholesale, or partnerships as needed

Reporting & Financial Support

• Prepare weekly summaries including cash balances, upcoming payables, expected receivables, and notable issues
• Support monthly close by uploading statements, completing reconciliations, and documenting open items

Day-to-Day Administrative Support

• Assist with operations administration such as order or inventory coordination and vendor follow-ups
• Triage customer service emails and escalate issues when necessary
• Maintain operational trackers for open issues, refunds, or returns
• Provide brief daily or weekly updates to the owner

Tools & Systems

• QuickBooks Online (strong preference) or Xero
• Google Sheets / Excel
• Google Drive or Dropbox
• Slack and email
• Bonus: Shopify, Square, Toast, Stripe, payroll platforms, POS reporting tools

Required Skills & Traits

• Proven experience in bookkeeping and administrative support
• Strong organizational skills and consistency in documentation
• High attention to detail, especially for reconciliations and payouts
• Ability to follow and improve standard operating procedures
• Clear written communication and proactive follow-up
• Discretion and professionalism with financial data

Nice to Have

• Experience supporting restaurant operations or POS systems
• Experience with e-commerce platforms and chargeback management
• Ability to document and improve processes over time

Independent Contractor Perks

• HMO Coverage for eligible locations
• Permanent work from home
• Immediate hiring
• Steady freelance job
• Comprehensive support for payroll, HR, and IT through BruntWork