[Hiring] Bookkeeper & AR Specialist @Atomic HR

Role Description

You're the person who gets the company paid. You own client invoicing, collections and the books in QuickBooks Online, working fully remote on US Eastern hours as a full-time contractor, reporting to the Operations Manager. The company went from 0 to 30+ people in two years, few finance steps are written down, and no senior finance person checks the work every day. So you run the whole loop and write the procedures as they settle. You start with the daily Mercury and Stripe check and the 4-week invoice cycle. The hardest balance is speed against accuracy: invoices go out on time, and the variable fees in them are calculated and checked before a client sees them. Get that right and cash arrives on schedule, the books close clean for the accountant or CPA, and the founder can trust the numbers.

What You'll Own

• Run Stripe invoicing every 4 weeks, in advance, so each client gets a correct bill on time.
• Work out variable fees from the contract and the ad spend report so every amount is right before it goes out.
• Chase late payments every 3 working days and escalate quiet clients so cash comes in sooner.
• Apply each incoming payment to the right invoice and keep the AR aging report current so the team sees who owes what.
• Keep the QuickBooks Online books, reconcile bank, credit card, AR and AP, and run the monthly close so the outside accountant or CPA reviews clean numbers.
• Set up new clients in Stripe, prepare final bills for leavers and support DocuSign contract admin so billing starts and ends cleanly.
• Write down finance steps and maintain the trackers so the team can rely on them and the next hire can follow them.

A Week in the Role

• You open Mercury and Stripe early and spot a failed charge and a renewal coming up. You post both in the start of day update on Slack, so the team knows what needs chasing.
• A client is 3 working days past your last reminder. You send the next one from the shared AR mailbox, in the same thread, and add a dated note to the billing sheet. If the client goes quiet, you escalate.
• A client on a variable fee comes due. You read the contract, pull the ad spend report, work out the fee and check it before sending. The invoice goes out right the first time.
• A payment arrives that doesn't match its invoice. You trace it through the invoice, the payment and the bank line, then post what you found in the finance channel.
• A new client signs. You create the payment link and subscription in Stripe and write down their billing terms, so the first invoice and every one after it use the same facts.
• At month end you reconcile the bank and credit card accounts, close the books and hand them to the accountant or CPA. You write down any step you had to figure out along the way.

Qualifications

• A bachelor's degree in accounting or a related field.
• Three or more years in bookkeeping, billing or accounts receivable, including billing or collecting for dozens of active clients.
• Experience running the full billing-to-cash cycle for recurring clients: sending invoices, tracking them on an AR aging report, chasing late payers, applying payments and reconciling.
• Invoices you calculated from ad spend, usage or contract terms.
• Working knowledge of QuickBooks Online (bank and credit card reconciliation, chart of accounts, AR and AP) and Excel, including a billing tracker you built or maintained.
• A billing sheet, tracker or aging report that other people used, kept current with a date and the action taken on each entry.
• Collections on a schedule with a set point for escalating, and a mismatch between an invoice, a payment and a bank line that you traced to its source.
• Clear written and spoken English for client emails, daily updates and calls with the founder and your manager.

Bonus Points

• Stripe for subscriptions, payment links and failed charges.
• Mercury or another online business bank.
• Invoicing in USD or work with US clients.
• Multi-currency bank reconciliation.

Benefits

• What we'd estimate for a role like this: 1,000 to 1,500 USD a month, based on experience.
• Fully remote from Latin America, on US Eastern hours.
• Paid time off.

Interview Process

• First call: 30 minutes with us at atomic HR on what you have built, working terms and what you want next.
• First interview: a conversation with the Operations Manager, who would be your manager, on how you have run invoicing, collections and month-end, and how the day-to-day of the seat would go.
• Short practical test: a task drawn from the seat's own work, done on your own time. It checks that the amounts come out right and that you show how you got to them. We confirm the format and rough time before you start.
• Call with the founder: a conversation on how you would work together on cash collection and the numbers, and on any questions you have about the company.