Accounting/Bookkeeping Rep

1) Core Bookkeeping & General Ledger

Maintain the general ledger and chart of accounts (set up, mapping, cleanup, and ongoing accuracy).

Record and categorize all transactions: deposits, payments, transfers, journal entries, and adjustments.

Ensure consistent class/job/customer/vendor coding (as applicable).

Maintain supporting schedules (fixed assets, prepaid expenses, loans, etc.).

2) Accounts Payable (AP)

Receive, code, and enter vendor bills.

Manage approval workflows and ensure policies are followed.

Schedule and process payments (ACH/check/card), optimize payment timing, and avoid late fees.

Maintain vendor records, W-9s, and year-end 1099 support (as applicable).

Resolve vendor discrepancies and maintain positive vendor relationships.

3) Accounts Receivable (AR) & Collections

Create invoices, apply payments, and track outstanding balances.

Reconcile merchant deposits and payment processor activity.

Monitor AR aging; perform reminders/collections professionally.

Address billing disputes and correct invoicing errors quickly.

4) Bank, Credit Card & Loan Reconciliations

Perform timely bank and credit card reconciliations (weekly/monthly).

Reconcile loans/lines of credit; track interest, principal, and covenants (if any).

Investigate and resolve discrepancies and unusual activity.

5) Payroll & Benefits Coordination

Process payroll or coordinate with an outside payroll provider (hours, deductions, reimbursements).

Maintain payroll documentation and ensure proper job/class allocation.

Support benefits and retirement contributions reconciliation (as applicable).

Ensure compliance with payroll tax filings via provider or CPA.

6) Month-End Close & Financial Reporting

Lead the monthly close process: accruals, deferred revenue, prepaid expenses, inventory (if any), fixed assets, and adjustments.

Produce monthly financial statements:

Profit & Loss (Income Statement)

Balance Sheet

Cash Flow summary (or cash forecasting view)

Provide variance analysis vs budget/prior periods and explain drivers to leadership.

Maintain a clear month-end close checklist and documentation trail.

7) Cash Flow Management

Maintain short-term and rolling cash forecasts.

Track upcoming payables, expected receipts, payroll, and tax obligations.

Highlight cash risks early, propose timing strategies, and monitor reserves.

8) Sales Tax / Use Tax (If Applicable)

Track taxable vs non-taxable sales and required exemptions/resale certificates.

Prepare sales tax reports and coordinate filings/remittance.

9) Budgeting & Management Support

Assist with annual budgeting and reforecasting.

Track KPIs (gross margin, labor %, overhead %, AR days, etc. depending on the business).

Build and maintain simple financial models and dashboards as needed.

10) Tax & CPA Support

Maintain audit-ready documentation and organized backups.

Coordinate with CPAs for:

Year-end close

Business tax filings

1099s (if applicable)

Prepare workpapers, schedules, and reconciliations to reduce CPA ---------- .

11) Systems, Controls & Process Improvement

Maintain bookkeeping SOPs and enforce internal controls (segregation of duties where possible).

Improve workflows, automate recurring tasks, and reduce errors.

Support accounting software and app integrations (POS, CRM, payroll, expense tools).

Ensure data integrity, security, and proper retention of financial records.

12) Administrative/Compliance (As Needed)

Maintain business licenses/registrations tracking (if assigned).

Support insurance audit requests (workers comp/general liability).

Support lender reporting requirements.

Required Qualifications

3–7+ years of hands-on bookkeeping experience, including full-charge responsibilities.

Strong knowledge of accounting fundamentals (debits/credits, accrual concepts, reconciliations).

Experience with accounting software (e.g., QuickBooks Online/Desktop, Xero) and Excel/Google Sheets.

Proven ability to manage deadlines and handle sensitive/confidential information.

High attention to detail and strong documentation habits.

Preferred Qualifications

Experience in the company’s industry (construction, trades, professional services, retail, etc.).

Payroll experience (multi-state or prevailing wage a plus, if relevant).

Experience with job costing, inventory, or project-based accounting (if relevant).

Bookkeeping certification (AIPB, NACPB) or accounting coursework.

Experience managing integrations and workflow tools ( ---------- , Gusto, ADP, Stripe, Square, etc.).

Skills & Competencies

Accuracy & integrity: consistently clean books and clear audit trails.

Ownership mindset: anticipates issues, solves them, and communicates early.

Communication: translates financials into plain-English insights for non-finance leaders.

Process discipline: uses checklists, controls, and repeatable routines.

Tech-savvy: comfortable with systems, exports, and data cleanup.

Key Performance Indicators (KPIs)

Month-end close completed by 5 business days after month end.

Reconciliations completed accurately and on time (banks/CCs/loans).

AR aging targets met (e.g., % current, DSO).

Clean vendor records and on-time payments with minimal exceptions.

Minimal rework from CPA; consistent classification and documentation.

Working Relationships

Reports to: CFO

Partners with: Operations, Sales/Customer Service, HR/Payroll provider, CPA/tax firm, and vendors/customers as needed.