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 looking for a dedicated Bookkeeping Support Specialist to join our team. In this key role, you will provide essential financial support, ensuring accuracy in financial records, timely reconciliations, and organized reporting. This position combines administrative efficiency with financial precision, assisting accountants, controllers, and business owners with various bookkeeping tasks, including data entry, invoice processing, and reporting.

Responsibilities:

• Bookkeeping & Data Entry: Record daily transactions in accounting systems (QuickBooks Online/Desktop, Xero, NetSuite); Enter invoices, bills, and receipts with accuracy; Maintain expense logs and categorize transactions correctly.
• Accounts Payable (AP) Support: Process vendor invoices and employee reimbursements; Track due dates, prepare payment runs, and flag overdue invoices; Reconcile vendor accounts to ensure accurate balances.
• Accounts Receivable (AR) Support: Generate and send customer invoices; Log payments (ACH, wire, check, credit card) and follow up on overdue balances; Maintain AR aging reports.
• Bank & Credit Card Reconciliations: Reconcile daily/weekly transactions against bank statements; Flag discrepancies and resolve them with the accounting team.
• Reporting & Analysis: Prepare weekly cash flow summaries, AP/AR reports, and expense trackers; Support month-end close by compiling PBC (Prepared by Client) schedules; Update dashboards in Excel/Google Sheets for leadership visibility.
• Compliance & File Management: Ensure receipts, invoices, and vendor documents are stored and audit-ready; Maintain confidentiality of financial records and sensitive data.
• Collaboration: Partner with accountants, controllers, and finance teams to ensure data accuracy; Support ad hoc projects such as budget tracking or audit prep.

What Makes You a Perfect Fit:

• Detail-oriented, accurate, and thorough.
• Organized multitasker who thrives in high-volume environments.
• Discreet and professional with sensitive financial information.
• Eager to learn and adaptable to different client industries.

Required Experience & Skills (Minimum):

• 2+ years in bookkeeping, finance administration, or accounts support.
• Proficiency with accounting software (QuickBooks, Xero, NetSuite).
• Intermediate Excel/Google Sheets skills (formulas, reconciliations, pivot tables).
• Familiarity with AP/AR processes.

Ideal Experience & Skills:

• Experience supporting accountants during monthly/quarterly close.
• Exposure to multi-entity or multi-currency bookkeeping.
• Industry experience in SaaS, real estate, healthcare, or services.
• Familiarity with automation tools (Bill.com, Expensify, Tipalti).

What Does a Typical Day Look Like? A day in the life of a Bookkeeping Support Specialist involves:

• Posting daily transactions in accounting software, ensuring categories are correct.
• Reconciling bank and credit card feeds, flagging discrepancies for review.
• Processing vendor invoices and preparing payment batches for approval.
• Generating invoices, applying payments, and updating AR aging.
• Preparing financial reports such as weekly cash flow summaries or AP/AR snapshots.
• Updating shared files and dashboards for real-time visibility for accountants and managers.

In essence, your role ensures finance teams have clean, reliable data to make informed decisions and close the books accurately.

Key Metrics for Success (KPIs):

• Transaction entry accuracy of 99%.
• Timeliness of reconciliations (same-day or weekly based on SLA).
• On-time preparation of weekly/monthly financial reports.
• Zero compliance issues during audit checks.
• Positive feedback from accountants/managers on support reliability.

Interview Process:

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