US Payroll & Accounting Operations Specialist

About Us

We are a family-run refrigerated trucking company based in Florida. We operate approximately 19 trucks, six nights per week, hauling seafood and produce along the East Coast.

We are rebuilding our accounting and operations processes using better systems, clear written procedures, and practical automation. We are looking for someone who is accurate, organized, dependable, and interested in growing with the company.

The Role

Your initial responsibility will be taking ownership of our payroll and accounting-operations processes.

This includes:

* Payroll preparation and review
* Driver per diem and cash-advance reconciliation
* Trip-document review
* Vendor-bill entry
* Check preparation
* Accounts-payable support
* Document organization
* QuickBooks entry
* Process documentation and improvement

This is not basic data entry. You will be expected to understand what the documents mean, identify missing information, investigate differences, and maintain clear support for every number entered.

Over time, a strong performer may take on additional billing, accounts-receivable, reconciliation, and financial-reporting responsibilities.

What You Will Own:

1. Payroll

* Learn and document our complete payroll process.
* Prepare and review payroll information for drivers and employees.
* Compare payroll information against dispatch records, trips, and supporting documents.
* Identify missing or inconsistent information before payroll is finalized.
* Maintain payroll records and supporting documentation.
* Track payroll corrections, reimbursements, advances, and exceptions.
* Complete payroll work accurately and according to a fixed schedule.

Direct experience with US payroll is strongly preferred.

2. Driver Trip Bags

Our drivers return physical trip envelopes called **trip bags**. Each trip bag should include receipts, trip logs, fuel information, mileage information, trip numbers, truck numbers, and other supporting documents.

You will:

* Review scanned trip bags for completeness.
* Confirm that required trip logs and receipts are included.
* Match receipts and expenses to the correct driver and trip.
* Identify missing, duplicate, or unsupported expenses.
* Maintain a list of missing documentation.
* Follow up with the Florida team until all required information is received.
* Organize completed trip records in a consistent digital filing system.

Our Florida office will collect and scan the physical paperwork. You will own the review, reconciliation, tracking, and accounting process.

3. Per Diem and Driver Cash Advances

Drivers may receive cash advances through Comdata for:

* Per diem
* Gate fees
* Unloading fees
* Other approved trip expenses

You will:

* Review weekly Comdata reports.
* Match cash advances to the correct trip and driver.
* Compare per diem to the approved payroll table.
* Separate each advance into the proper expense category.
* Properly allocate advances covering two drivers.
* Confirm that non-per-diem expenses have supporting receipts.
* Identify and report unexplained or unsupported amounts.
* Provide a completed breakdown for accounting and trip-cost reporting.

4. QuickBooks and Accounts Payable

* Enter vendor bills into QuickBooks.
* Confirm the vendor, date, amount, expense account, department, and supporting documentation.
* Check for duplicate bills.
* Attach supporting documents when available.
* Maintain accurate vendor records.
* Prepare checks and payment packages for review.
* Track payment status and properly file support after payment.
* Never release or move company funds without US approval.

5. Document and Administrative Support

* Maintain organized payroll, trip, vendor, and accounting files.
* Review scanned hand tickets and bills of lading.
* Confirm that all required documents are included before sending them to billing.
* Send completed digital packets to the appropriate tea ---------- mber.
* Assist with invoices that must be mailed or faxed.
* Provide dispatch sheets and supporting records when requested.
* Retrieve documents quickly when management, customers, or auditors request them.

6. Process Improvement

* Write a clear SOP for every recurring task.
* Create checklists and exception trackers.
* Recommend ways to reduce repetitive manual work.
* Use Excel, Google Sheets, and approved AI tools to improve efficiency.
* Maintain human review over payroll, accounting entries, and payment decisions.
* Never use AI to guess or create accounting numbers.

- Required Qualifications

* At least three years of bookkeeping, payroll, or accounting experience
* Bachelor’s degree in Accountancy, Accounting, Finance, or a related field
* Strong QuickBooks Online or QuickBooks Desktop experience
* Direct payroll-processing or payroll-review experience
* Accounts-payable and vendor-bill experience
* Strong reconciliation and problem-solving ability
* Strong Excel or Google Sheets skills
* Excellent written and spoken English
* Strong attention to detail
* Ability to maintain confidential payroll and employee information
* Ability to work independently and communicate problems clearly
* Reliable computer, internet connection, backup internet, and backup power

- Software Requirements:
Must already be strong in:
* QuickBooks Online
* Excel or Google Sheets
* US payroll processing software
* Google Workspace
Preferred Softwares:
* Paychex Flex
* Comdata or another fuel-card platform
* Motive or another fleet-management system
* Experience working with driver settlements, advances, reimbursements, or per diem


- Preferred Credentials

* Philippine CPA or other accounting credential
* Experience working for a US-based company
* Trucking, freight, logistics, construction, or job-costing experience
* Experience with driver settlements, per diem, cash advances, or expense reports
* Experience with Comdata, Motive, fuel cards, or fleet expenses
* Experience creating written SOPs and process videos
* Experience improving or automating bookkeeping workflows

Work Schedule

* Full-time remote position
* Monday through Friday
* Must have regular overlap with the Florida accounting team
* Exact schedule can be discussed with qualified candidates
* Must be available for video calls and screen-sharing during training

Compensation

* $1,300–$2,000 USD per month depending on experience
* Higher compensation may be available for candidates with strong US payroll, trucking, or CPA experience
* Paid twice monthly through Wise
* 13th-month bonus
* Paid Philippine holidays
* Paid time off after the introductory period
* Performance and compensation review after 90 days
* Company-paid AI and work-related software tools

What Success Looks Like After 60 Days

You should be able to:

* Complete payroll-related work accurately and on schedule.
* Review trip bags and identify missing documentation.
* Reconcile driver per diem and cash advances.
* Correctly enter vendor bills in QuickBooks.
* Prepare complete payment and check packages.
* Maintain a clear exception list.
* Retrieve supporting documents quickly.
* Follow written procedures with limited supervision.
* Improve and document the processes you own.

How to Apply

Start your message with the word **REEFER**.

Answer the following questions in order:

1. What payroll processes have you personally handled?
2. Have you processed payroll for a US-based company? Which payroll system did you use?
3. Which QuickBooks functions have you personally performed?
4. Describe a time you had to reconcile employee advances, per diem, reimbursements, or expense reports.
5. Describe a situation where supporting documents were missing. How did you resolve it?
6. Tell us about one accounting process you documented, improved, or automated.
7. Are you a CPA or licensed accountant?
8. What hours can you work in Manila time?
9. What is your internet and backup-power setup?
10. What monthly compensation are you seeking in USD?

Please also include a two- to three-minute Loom or Google Drive video answering this question:

> Walk us through how you would review an employee expense report or trip packet containing a cash advance, several receipts, and one missing document.

Do not show confidential information from a current or former employer.