Administration and Bookkeeping

Overview

We are seeking a highly organized, detail-oriented Bookkeeper & Administrative Operations Specialist with strong QuickBooks and Bill.com experience. This role is critical to maintaining accurate financial records, clean reconciliations, and reliable monthly reporting. The ideal candidate is proactive, meticulous, and comfortable owning the full bookkeeping cycle while supporting administrative and operational workflows.

Core Responsibilities
Bookkeeping & Accounting (Primary Focus)

Manage full-cycle bookkeeping in QuickBooks Online
Perform monthly bank and credit card reconciliations with accuracy and timeliness
Reconcile Bill.com accounts, vendor payments, and outstanding balances
Ensure all transactions are properly categorized and coded
Maintain and reconcile general ledger accounts
Track income, expenses, reimbursements, and transfers
Manage accounts payable (AP) and accounts receivable (AR)
Process and monitor vendor payments through Bill.com
Ensure books are month-end ready and audit-clean
Monthly & Ongoing Reporting
Prepare monthly financial reports, including:
Profit & Loss (P&L)
Balance Sheet
Cash Flow summaries
Provide variance analysis and flag discrepancies or unusual trends
Maintain clear documentation supporting all reports
Assist leadership with financial insights and summaries as needed
Support quarterly and year-end close processes
Bill.com Responsibilities (Required Experience)
Set up and manage vendors in Bill.com
Process bills, approvals, and payments
Sync and reconcile Bill.com with QuickBooks
Track payment statuses and resolve discrepancies
Maintain proper approval workflows and documentation
Administrative & Operational Support
Maintain organized financial records and digital filing systems
Assist with invoicing, collections, and follow-ups as needed
Support operational tracking, reporting, and internal processes
Coordinate with leadership, accountants, and external partners
Ensure compliance with internal controls and procedures

Required Qualifications

3+ years of hands-on bookkeeping experience

Advanced proficiency in QuickBooks Online
Proven experience using Bill.com (non-negotiable)
Strong reconciliation skills (bank, credit card, Bill.com, GL)
Experience preparing monthly financial reports
High attention to detail and accuracy
Strong organizational and time-management skills
Ability to work independently and meet deadlines
Excellent written and verbal communication

Preferred (Nice to Have)
Experience supporting small businesses or growing companies
Familiarity with multi-entity or multi-revenue stream accounting
Experience working with operations or executive teams
Basic understanding of tax preparation support (CPA collaboration)

What Success Looks Like in This Role

Clean, accurate, fully reconciled books every month
Timely and reliable monthly financial reporting
Clear visibility into cash flow and expenses
Well-organized financial systems with minimal oversight
Proactive identification of issues before they become problems

How to Apply
Please submit:
Resume
Brief summary of your QuickBooks and Bill.com experience
Availability (hours/week)