Staff Accountant / Bookkeeper - Trucking Company (QuickBooks + AI-Forward)

ABOUT US

We are a family-run refrigerated ("reefer") trucking company based in
Florida. We haul fresh seafood and produce up and down the East Coast
with a fleet of about 19 trucks, running six nights a week.

We are small on purpose. There are no layers between you and the owner.
If you find a problem, you tell the owner, and it gets fixed that week.

We are also in the middle of rebuilding how this company runs on data.
We have built our own internal software for dispatch and load
profitability, and we use AI every day as a normal working tool. We are
looking for someone who thinks the same way.

This is a long-term, full-time seat. We are hiring a person, not a
project.


THE ROLE IN ONE SENTENCE

You keep our books accurate and current every single day, so that at any
---------- nt the owner can look at the numbers and trust them.


WHO YOU WORK WITH

You report to our US-based controller, who reviews and signs off on your
work each month, and you have direct access to the owner. You will never
be the only person looking at the books. That is by design.


WHAT YOU WILL OWN

EVERY DAY
- Reconcile all bank accounts so the cash balance is real and current
- Close out completed trips: revenue billed, fuel, driver pay, tolls,
advances
- Enter and code the day's vendor bills - see Accounts Payable below
- Flag anything that does not tie, same day, in writing. We would much
rather hear "this is off by $312 and I do not know why yet" than see
a clean report that was forced to balance.

EVERY WEEK
- Enter the payroll run into the books, coded by department
- Reconcile the Comdata fuel cards against the books and the trips
- Reconcile Motive (our truck tracking system) data against what got
booked
- Track driver advances and make sure they are recovered from
settlements


GETTING US PAID - THE MOST IMPORTANT PART OF THIS JOB

Read this section twice. It is why we are hiring.

Our invoices get created by our operations team and checked by our own
software before they go out. That part is handled. What is NOT handled
today is everything that happens after the invoice leaves the building.

That is yours, from day one:

- Own the receivables aging. Every Monday you should be able to tell
the owner, without being asked, who owes us what and how old it is.
- Second set of eyes on invoices before they go. Our software does
the first pass; you catch what it does not.
- Chase every past-due account by email, on a schedule you build and
stick to. Polite, persistent, documented, and never forgotten.
- Escalate to Florida when it needs a phone call or a relationship.
You will not be asked to cold-call our customers.
- Tell us when a customer's payment behavior changes. A good
customer paying 15 days slower than last quarter is information the
owner needs that week, not next quarter.

Nobody owns this today. You will. If you are the kind of person who
finds it satisfying to watch an aging report get younger every week,
this is the job.


ACCOUNTS PAYABLE - ALSO YOURS, END TO END

You run accounts payable. All of it, with one exception at the very
last step.

- Bills come in and you check them before anything else happens. Did
we actually receive this? Is the price what we agreed? Have we
already paid it once? A surprising number of trucking invoices are
wrong, and catching them is real money, every month.
- You enter and code every bill to the right account, the day it
arrives. We do not want a pile.
- You build the weekly payment run: who gets paid, how much, and what
waits - based on what is due and what cash we actually have.
- You hand that run to Florida with a one-page summary, and someone
there clicks send.
- You mark it paid, keep the vendor records clean, and make sure
nothing falls through.
- New vendors are set up only with approval from Florida. Never
quietly.

The only thing you do not do is the click that moves the cash. That is
not a comment on you. It is the one control that every well-run company
has, and it means that if a dollar ever goes missing, you are not in the
conversation. Everything else about paying our vendors is yours, and we
want you running it well enough that we stop thinking about it.

EVERY MONTH (THE CLOSE)
- Credit card entries, toll entries, prepaid entries
- Maintain the fixed asset and depreciation schedules and post monthly
depreciation
- Prepare accrual support for the controller's review
- Reconcile every balance sheet account and document what supports it
- Build the close package and hand it to the controller on a fixed
calendar date - not "when it's done"

ONGOING
- Insurance support. Keep the calendar of every policy, certificate
and renewal date so nothing ever lapses quietly. Prepare the
monthly payroll figures for the work comp carrier, and build the
records package for the annual work comp and general liability
audits. You will not be talking to our agent or the carriers -
Florida does that. Your job is that they never wait on us for a
document, and that a renewal date never surprises us.
- Write and maintain a short written procedure (SOP) for every task
you do. If you get sick, someone else should be able to run your
week from your notes.
- Tell us what should be automated. After 90 days we expect you to
have opinions.

Credentials:
A CPA license is NOT required for this job. We are not going to pay a
premium for a credential we do not use, and we would rather have someone
who understands trucking.


SOFTWARE YOU WILL USE

You must already be strong in:
- QuickBooks Online - daily, hands-on, not "I have seen it"
- Excel or Google Sheets - pivot tables, VLOOKUP/XLOOKUP, cleaning
messy exports. A lot of this job is turning ugly data into clean
data.
- Google Workspace (Gmail, Drive, Docs, Sheets)

You will learn on the job:
- Comdata (fuel cards)
- Motive (truck tracking / ELD)
- Our own internal dashboard for loads and profitability
- Whatever tool we use for bill approval and payment

Helpful but not required: any TMS (transportation management system),
Xero, Sage, NetSuite, Loom, Notion.


HOW WE USE AI HERE - PLEASE READ THIS PART CAREFULLY

This is the part that separates the people we hire from the people we
do not.

We use AI (ChatGPT, Claude) every single day as a normal part of the
work. We will pay for your AI tools. We are NOT looking for someone who
is "willing to learn AI." We are looking for someone who is already
using it and can show us.

What good looks like in this job:
- You need a formula to match 400 fuel transactions to 60 trips. You
ask AI for the formula, you test it, you use it. You do not spend
three hours doing it by hand.
- A 40-page insurance audit packet lands in your inbox. You have AI
summarize what is being asked for, then you go verify it yourself.
- You need to chase six past-due customers. You have AI draft the six
emails, you edit them so they sound like a person, you send them.
- You just finished a task for the first time. You have AI turn your
rough notes into a clean written procedure.

And the one rule that is absolutely not negotiable:

AI NEVER D ---------- A NUMBER.

Use AI to go faster. Never use it to guess. Every number that goes
into QuickBooks must be traced back to a source document you actually
looked at. If you paste a number from an AI tool into our books
without verifying it, that is the one mistake that ends this job.

Also: never paste bank logins, full account numbers, driver personal
information, or customer contracts into a public AI tool. If you are
unsure whether something is safe to paste, ask first.

We want a forward thinker. Not someone who is excited about AI in the
abstract - someone who already quietly uses it to finish at 5pm instead
of 8pm.


WHO WE ARE LOOKING FOR (MUST HAVE)

- 3+ years of bookkeeping or accounting work for a US-based company
- Bachelor's degree in Accountancy or a related field
- Daily hands-on QuickBooks Online experience
- You have personally done US bank reconciliations, accounts payable,
and month-end close
- Excellent written English. Most of our communication is written,
because we are 12 hours apart.
- Reliable internet (25 Mbps or better), a real backup plan for
brownouts and typhoons, a quiet place to work, and your own
computer
- Available Monday to Friday, 12:00 PM to 9:00 PM Manila time
(that is 12:00 AM to 9:00 AM Florida time). Your day starts as our
night operation finishes, so yesterday is complete and quiet when
you sit down. Your last hour overlaps our Florida morning so we can
talk. We can shift this an hour or two for the right person.
- You are the kind of person who is bothered by $4 that does not tie


BIG ADVANTAGE IF YOU HAVE IT

- Trucking, freight, or logistics accounting experience. If you
already know fuel cards, driver settlements, driver advances, IFTA,
and per-mile costing, you will be productive in two weeks instead
of six months, and we will pay more for that.
- Multi-entity bookkeeping or consolidations
- Experience writing SOPs or recording process videos
- Experience with a factoring company


WHAT WE OFFER

- $1,400 - $2,200 USD per month, depending on experience. Trucking
experience moves you toward the top of that range.
- Paid twice a month via Wise, on time, every time
- Full-time and long-term. We are building a seat, not filling a gap.
- Paid Philippine holidays
- 10 days paid time off after 6 months
- 13th month bonus
- Performance and pay review at 90 days
- We pay for your AI tools and any software you need
- Direct access to the owner. Your ideas actually get built - we have
our own software team.


HOW TO APPLY - FOLLOW THIS EXACTLY

We read every application that follows these instructions, and none of
the ones that do not. Following instructions precisely IS the first
test for this job.

STEP 1: Start your message with the word REEFER as the very first word.

STEP 2: Answer these five questions in your message, in order:

1. What accounting software do you use every day, and for how long?
Which version of QuickBooks?

2. Tell me about one specific time the books did not tie. What was
the amount, how did you find the cause, and what did you do? Be
specific. "I am detail-oriented" is not an answer.

3. How did you use AI in your actual work in the past week? Tell me
the real task and how you prompted it. If you have not used AI at
work, say so honestly - but understand this is a core part of the
role.

4. What is your internet speed, what is your backup plan when the
power goes out, and what hours can you work in Manila time?

5. What monthly rate in USD are you looking for?

STEP 3: Record a short video (2 to 3 minutes) using Loom (free) or
Google Drive. Share your screen and walk me through a bank
reconciliation or a month-end close that you have actually done. Use a
demo file or blur out any real client information - do not show us
anyone else's confidential data. We want to see how you work and hear
you explain it.

Paste the video link in your application.

Applications with no REEFER and no video link will not be read. There
are no exceptions to this.


WHAT HAPPENS AFTER YOU APPLY

1. We review applications and reply to the shortlist within one week.
2. Shortlisted candidates get a short skills test - about 2 hours of
real work. We pay you for it at your requested rate, whether or
not you get the job.
3. A 45-minute video interview with the owner and our controller.
4. Two references we can actually reach.
5. A paid 30-day trial. If it works for both of us, it becomes
permanent.

We move fast. If you are the right person, you could be starting within
three weeks.

Thank you for reading all of this. We know it is long. That is on
purpose - this is a real job with real responsibility, and we would
rather tell you the truth up front than surprise you in month two.