HR & Bookkeeping Specialist

QUALIFICATIONS — PLEASE READ BEFORE APPLYING

QuickBooks certification is mandatory. Please do not apply if you are not QuickBooks certified. Include proof of your certification with your application.

You must also have:

• At least 3 years of relevant experience in HR, people operations, or workforce administration, with practical bookkeeping experience.
• Hands-on experience with recruitment, onboarding, contractor agreements, timekeeping review, performance documentation, and offboarding.
• The ability to create and improve SOPs, organize workflows, and follow through until issues are resolved.
• Practical knowledge of financial recordkeeping, transaction categorization, invoicing, account reconciliation, and billing review.
• Strong spreadsheet, reporting, and written and spoken English skills.
• Sound judgment, discretion, and the ability to work independently and prioritize during urgent situations.
• Availability to work 40 hours per week, starting at 6:00 a.m. U.S. Eastern Time.

Experience with BPO operations, remote contractor teams, financial controls, or rental-property bookkeeping is strongly preferred. Accounting experience is an advantage.

ABOUT THE ROLE

Geospatial Solutions LLC is a U.S.-based services company with a distributed contractor team and multiple business activities.

We are looking for a proactive specialist who can build and maintain reliable HR and bookkeeping processes. Our priority is a stable operation that continues functioning when workloads change, contractors leave, or unexpected problems arise.

You should be comfortable identifying gaps, proposing solutions, implementing approved improvements, and following through without repeated reminders.

You will organize financial records across company activities and the owner’s personal finances, including rental and Airbnb finances. Some records will be prepared by other stakeholders. You will coordinate their contributions, review completeness and accuracy, and ensure outstanding items are resolved.

An administrative assistant will help create trackers and support reporting. You will review those records and remain responsible for the accuracy and follow-through within your scope.

KEY RESPONSIBILITIES

1. Build reliable operating processes

• Review existing HR and bookkeeping workflows and identify gaps, recurring errors, and dependencies on individual people.
• Create and maintain practical SOPs, checklists, templates, deadlines, and approval procedures.
• Establish clear responsibilities so everyone knows who prepares, reviews, approves, and follows up.
• Maintain handover procedures, backup arrangements, and escalation steps for critical tasks.
• Address recurring problems at their source and check that improvements are being followed.

2. Recruitment, onboarding, and contractor continuity

• Coordinate frequent recruitment, including job postings, screening, interviews, references, and hiring recommendations.
• Maintain a candidate pipeline for recurring roles and anticipate staffing gaps.
• Organize onboarding, agreements, orientation, and required records.
• Help contractors understand expectations, responsibilities, communication standards, and performance requirements.
• Identify reasons for contractor turnover and recommend practical improvements to retention and continuity.
• Help retain dependable, high-performing contractors and prepare orderly handovers when people leave.

3. HR administration and contractor support

• Prepare and review agreements, amendments, and notices using approved templates.
• Check names, rates, dates, responsibilities, and other details for completeness and consistency.
• Maintain organized, confidential contractor and personnel records.
• Communicate approved policy changes, role updates, and internal announcements.
• Coordinate offboarding and termination documentation and communications after management approval.
• Flag unusual contract terms and sensitive matters for appropriate review.

4. Timekeeping and performance oversight

• Review timesheets, work-tracking records, and administrative reports for missing entries, inconsistencies, and unusual activity.
• Compare reported hours with assignments, completed work, quality, and project-lead feedback.
• Investigate discrepancies fairly, document findings, and follow up until resolved.
• Help management identify strong performers, underperformance, coaching needs, and staffing concerns.
• Track agreed improvement actions and report whether they have been completed.
• Use verified information and work results alongside tracking records when assessing performance.

5. Company bookkeeping and billing

• Maintain organized financial records in QuickBooks and keep supporting documentation accessible.
• Record and categorize transactions, clearly distinguishing business activities and projects.
• Reconcile assigned accounts and coordinate any reconciliations handled by other stakeholders.
• Prepare client invoices using approved hours, rates, and project terms.
• Track receivables, outstanding balances, payment deadlines, and approved collection follow-ups.
• Review contractor payment summaries and supplier bills for accuracy.
• Investigate missing receipts, duplicate charges, billing discrepancies, and unexplained transactions.
• Prepare routine financial summaries and organize records for management and the accountant.
• Follow up with stakeholders until missing information and discrepancies are resolved.

6. Personal, rental, and Airbnb bookkeeping

• Organize records for designated personal accounts, rental properties, and Airbnb activities.
• Coordinate with property managers, administrators, and other stakeholders who prepare financial information.
• Review income, expenses, statements, receipts, and payment records for completeness and consistency.
• Track upcoming obligations and flag overdue items or unusual charges.
• Keep personal, company, and property records clearly separated and appropriately categorized.
• Protect confidential financial information and maintain clear supporting records.

7. Administrative coordination and client-growth support

• Guide the administrative assistant on tracker structure, required information, and reporting deadlines.
• Review trackers and reports before relying on them for decisions.
• Provide secondary support for prospect tracking, proposal information, and follow-up coordination.
• Help coordinate staffing and onboarding when new client work is approved.

HOW WE EXPECT YOU TO WORK

• Own your responsibilities from start to completion.
• Maintain a prioritized task list and meet agreed deadlines without frequent reminders.
• Bring problems to the Chief of Staff with the facts, your recommendation, and the specific decision needed.
• Resolve routine matters independently within agreed procedures and authority.
• During urgent situations, identify what is affected, protect critical deadlines, coordinate available support, and escalate promptly.
• Provide a concise weekly report covering completed work, unresolved issues, staffing needs, financial exceptions, and upcoming deadlines.
• Obtain approval for hiring, termination, pay changes, payments, and other financial commitments.

FIRST 60 DAYS

• Review the existing operation and agree on the most important improvements with the Chief of Staff.
• Establish clear workflows, owners, deadlines, and trackers for essential HR and bookkeeping tasks.
• Put priority SOPs and handover procedures into use.
• Organize financial records and identify outstanding bookkeeping issues, with owners and deadlines for resolution.
• Establish a consistent recruitment, onboarding, timekeeping, and performance-review routine.
• Create practical contingency procedures for sudden contractor departures, missing records, and urgent billing or staffing issues.

WHAT SUCCESS LOOKS LIKE

• Essential processes continue functioning when people leave or workloads change.
• Recruitment and onboarding move forward consistently.
• Financial records are organized, accurate, and available when needed.
• Billing and timekeeping discrepancies are identified and resolved promptly.
• Dependable contractors receive clear expectations and consistent support.
• Management spends less time chasing updates and coordinating routine tasks.

HOW TO APPLY

Please include:

1. Your resume and proof of QuickBooks certification.
2. A brief summary of your HR and bookkeeping experience, including the size and type of teams you have supported.
3. One example of an operational system or SOP you created and how it improved the business.
4. One example of an urgent staffing, timekeeping, or financial problem you handled, including what you resolved independently and what you escalated.
5. Your experience organizing financial records across multiple business activities, personal accounts, or rental properties.
6. Confirmation of your availability for the stated schedule and your expected monthly compensation within the posted range.