Accounting Operations and Bookkeeping Specialist

Role Overview

Own day-to-day financial operations for a digital marketing agency serving newsletter and media businesses. Ensure clients are invoiced correctly, money owed is collected, vendors are paid appropriately and books remain accurate and up to date.

Duties and Responsibilities

Accounts Receivable

• Prepare and send client invoices accurately and on time.
• Calculate variable client fees based on advertising spend and contract terms.
• Track outstanding invoices and maintain an accurate accounts-receivable ageing report.
• Follow up professionally and persistently on overdue payments.
• Apply incoming payments to correct invoices.
• Identify discrepancies and resolve them quickly.
• Maintain clear documentation of client-billing terms.

Accounts Payable

• Receive, organise and record vendor bills.
• Ensure bills are properly approved before payment.
• Maintain a schedule of upcoming payments.
• Reconcile payments against invoices.
• Identify duplicate, unusual or incorrect charges.
• Keep vendor records and supporting documentation organised.

Bookkeeping and Month-End

• Maintain accurate books in QuickBooks Online.
• Categorise transactions and maintain the chart of accounts.
• Reconcile bank accounts and credit cards.
• Reconcile accounts-receivable and accounts-payable balances.
• Record payments, expenses and other transactions accurately.
• Help execute the monthly close.
• Produce basic monthly financial reports.
• Keep books organised and ready for accountant or CPA review.

Finance Operations

• Maintain financial trackers and reporting.
• Work across banking, billing, payment and contract systems.
• Investigate discrepancies rather than simply passing them along.
• Improve financial processes and documentation as the company grows.

Experience and Qualifications

• At least three years' bookkeeping, accounting operations, AR/AP or similar experience.
• Strong hands-on experience with QuickBooks Online.
• Personally performed bank and credit-card reconciliations.
• Understanding of AR, AP and month-end bookkeeping.
• Extremely detail-oriented and comfortable working independently.
• Persistent follow-through until issues are resolved.
• Clear and professional client communication.
• Comfortable working with spreadsheets and large amounts of financial data.
• Ability to investigate unusual numbers and explain why they do not make sense.
• Excellent written and spoken English.
• Experience with US-based companies, agencies, professional-services firms, variable client invoicing, Mercury or Stripe is advantageous.
• Full-time, long-term remote position with monthly compensation paid in USD.