[Hiring] Bookkeeper / Finance Ops Associate @Somewhere

Role Description

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.

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

• 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.