Bookkeeping Support Specialist

Position Type: Full-Time, Remote Working Hours: U.S. client business hours (with flexibility for month-end close and reporting deadlines)

About the Role: We are excited to announce an opportunity for a Bookkeeping Support Specialist to join our team. In this role, you will play a crucial part in ensuring our financial records are accurate and timely, supporting accountants, controllers, and business owners in their bookkeeping and reporting needs.

Key Responsibilities:

• Record daily transactions in accounting systems including QuickBooks Online/Desktop, Xero, and NetSuite.
• Accurately enter invoices, bills, and receipts.
• Maintain and categorize expense logs comprehensively.

Accounts Payable (AP) Management:

• Process vendor invoices and employee reimbursements effectively.
• Monitor due dates, prepare payment runs, and highlight overdue invoices.
• Reconcile vendor accounts to ensure balance accuracy.

Accounts Receivable (AR) Coordination:

• Generate and send customer invoices promptly.
• Log payments through various methods (ACH, wire, check, credit card) and follow up on overdue balances.
• Maintain AR aging reports for management review.

Bank & Credit Card Reconciliation:

• Conduct daily/weekly transactions reconciliations against bank statements.
• Identify discrepancies and resolve together with the accounting team.

Reporting & Analytical Support:

• Prepare weekly cash flow summaries and AP/AR reports.
• Assist in month-end close by compiling necessary schedules.
• Update dashboards in Excel/Google Sheets to provide visibility to leadership.

Compliance & Documentation:

• Ensure all financial documents such as receipts and invoices are organized and audit-ready.
• Maintain confidentiality of sensitive financial information.

Collaboration:

• Work closely with accountants, controllers, and finance teams to guarantee accuracy of data.
• Support special projects like budget tracking or audit preparation.

What Makes You a Great Fit:

• Detail-oriented with a commitment to accuracy.
• Organized multitasker able to excel in high-volume environments.
• Professional and discreet with sensitive financial data.
• Eager to learn and adaptable across diverse client industries.

Required Experience & Skills (Minimum):

• 2+ years in bookkeeping, finance administrative roles, or accounts support.
• Proficiency in accounting software such as QuickBooks, Xero, and NetSuite.
• Intermediate skills in Excel/Google Sheets (formulas, reconciliations, pivot tables).
• Solid understanding of AP/AR processes.

Preferred Experience & Skills:

• Experience supporting accountants during month-end or quarterly close processes.
• Familiarity with multi-entity or multi-currency bookkeeping.
• Background in industries such as SaaS, real estate, healthcare, or related services.
• Exposure to automation tools like Bill.com, Expensify, or Tipalti.

A Day in the Life: As a Bookkeeping Support Specialist, your day will focus on maintaining accurate financial records and ensuring timely reports. Your tasks will include:

• Posting daily transactions in accounting software, verifying categorization.
• Reconciling bank and credit card transactions while flagging discrepancies.
• Processing vendor invoices and preparing payment batches for approvals.
• Generating customer invoices and updating AR aging reports.
• Compiling reports such as weekly cash flow summaries and AP/AR snapshots.
• Updating shared files to ensure real-time data visibility for accountants and managers.

In summary: Your role will empower finance teams with reliable data to enable informed decision-making and ensure the timely closing of books.

Key Performance Indicators (KPIs):

• Transaction entry accuracy target: 99%
• Timeliness of reconciliations (same-day or weekly based on SLAs)
• On-time preparation of financial reports on a weekly/monthly basis.
• No compliance issues during audits.
• Positive feedback from team members and managers regarding support dependability.

Interview Process:

• Initial Phone Screen
• Video Interview with Recruiter
• Practical Task (e.g., reconcile a sample bank statement using Excel/QuickBooks)
• Client Interview with Finance/Accounting Team
• Offer & Background Verification