[Hiring] Senior Agency Bookkeeper / Finance Operations Specialist @Rubix Agency

Role Description

Rubix is entering its next chapter, and that chapter runs on clean numbers. We sell rigor. Our client work is data-anchored and pressure-tested, and our own books need to meet the same bar. We're hiring a Senior Bookkeeper to own the accuracy of Rubix's financial records and maintain one dependable source of truth, so leadership can see company performance, client profitability, staffing costs, and cash flow without reconstructing anything by hand.

This is not a transaction-entry role. It's an ownership role. You'll understand how agencies actually work: the difference between client delivery costs, shared overhead, contractor costs, pass-through expenses, and general corporate spending. You'll inherit a system with real history and some real inconsistencies, and you'll make it trustworthy. When something doesn't tie, you investigate it. When a classification is wrong, you say so.

Role boundaries are clear: the CFO owns accounting policy, forecasting, and final financial interpretation. This role owns the underlying records, reconciliations, schedules, and close process that make those decisions dependable.

What You'll Own

• The monthly close and reconciliation
• G&A and non-labor expenses
• Client profitability
• Accounts payable, receivable, and cash
• Process, controls, and documentation
• AI as operating leverage

What Success Looks Like

• First 30 days:
  • All financial accounts and data sources are mapped.
  • Bank and credit card accounts are reconciled through the most recently closed month.
  • Material discrepancies and missing records are documented, not discovered later.
  • G&A, direct client costs, and overhead labor have clear working definitions.
• By 60 days:
  • The monthly close follows a repeatable schedule.
  • Non-labor expenses reconcile to source statements.
  • Client-specific costs are consistently attributed.
  • Every open bookkeeping issue has a named owner and a resolution date.
  • The Finance Hub no longer relies on duplicated formulas or stale placeholders.
• By 90 days:
  • Leadership receives dependable monthly company and client-level reporting.
  • Client profitability traces to reconciled source data.
  • Payables, receivables, and cash requirements are current.
  • Documentation is organized and audit-ready.
  • The function runs consistently without the CEO reconstructing the numbers.

Qualifications

• 5+ years of hands-on bookkeeping or accounting operations experience
• Direct experience with a marketing, advertising, creative, media, or professional services agency
• Strong bank and credit card reconciliation experience, plus AP, AR, and monthly close ownership
• A demonstrated understanding of client profitability, contractor costs, and shared overhead
• Advanced spreadsheet skills and experience with QuickBooks Online or a comparable cloud platform
• Strong written English and the ability to explain a discrepancy in plain language
• Fluency and curiosity with AI tools, paired with the discipline to verify everything they produce
• Reliable availability with meaningful U.S. Eastern Time overlap

Requirements

• Direct, clear, and comfortable challenging a number that doesn't tie, even when it's leadership's number
• High-ownership: you investigate open questions before they're fully defined, and you don't wait for permission to fix what's in your lane
• Fact-based: "here's what the statement shows" beats "here's what the spreadsheet says"
• A systems thinker: you improve the governing system instead of spawning side spreadsheets
• Precise and fast, in that order; speed matters, but a wrong number costs more than a late one
• A proactive communicator who surfaces issues with context, what you've checked, and a recommendation
• Trustworthy with sensitive financial, compensation, and client information, full stop

Strongly Preferred

• Experience reconciling agency retainers, variable fees, media-related revenue, or pass-through expenses
• Experience supporting multi-client resource and labor allocation
• Familiarity with payroll journals and contractor payments
• Experience improving an inherited bookkeeping system with inconsistent historical records
• Experience working directly with agency founders or leadership teams
• Understanding of accrual accounting, prepaid expenses, and month-end adjustments

This Role Is Not a Fit If

• Your experience is primarily transaction entry without reconciliation ownership.
• You haven't worked with agency or client-service business models.
• You need every issue fully defined before you'll investigate it.
• You're uncomfortable challenging incorrect classifications or unexplained balances.
• You routinely create additional spreadsheets instead of improving the governing system.
• You can't maintain strict confidentiality.

How We Work

Rubix is remote-first with a New York office. The team operates on Slack, ClickUp, Google Workspace, and Granola for meeting capture; finance runs on QuickBooks Online and our Finance Hub. We communicate directly, prepare before meetings, and default to ownership over escalation. You should be fluent, pragmatic, and ambitious about what AI can do for a finance function, and rigorous about checking its work.