Job Overview

We are seeking an organized Senior Bookkeeper & Finance Coordinator (QuickBooks Online) to manage day-to-day financial operations for a growing business. In this remote, part-time role, you will oversee accounts payable, accounts receivable, invoicing, collections, and bank reconciliations using QuickBooks Online. You will also track project-based costs, investigate discrepancies independently, and provide concise weekly visibility summaries to leadership. Strong attention to detail and self-directed problem-solving are required to streamline processes with minimal supervision.

Schedule: Mon-Fri, flexible during morning business hours, EST (25 hrs per week)

Responsibilities

Core Bookkeeping and Finance Operations

• Maintain accurate day-to-day bookkeeping records in QuickBooks Online.
• Code transactions accurately and consistently.
• Manage invoices, receipts, supporting documents, and related accounting records.
• Perform bank and credit-card reconciliations and resolve discrepancies promptly.
• Investigate unusual transactions, missing information, and reconciliation differences.
• Support routine month-end bookkeeping and related reporting activities.

Accounts Payable

• Review, organize, and record supplier invoices and supporting documents.
• Maintain accurate vendor records and payment tracking logs.
• Track invoices through approval and payment-preparation stages.
• Follow up on missing approvals, documents, or billing details needed to keep payables moving.
• Prepare a weekly supplier payment list showing amounts due, due dates, supporting documents, and approvals required.
• Maintain clear records so payment approval and release can be completed efficiently by leadership.

Accounts Receivable, Billing, and Collections

• Prepare, issue, and maintain customer invoices.
• Record and apply customer payments accurately.
• Track deposits, contractual billing milestones, approved changes, and payments received.
• Verify outstanding balances before following up with customers.
• Monitor aging and overdue balances with consistent follow-through.
• Conduct professional follow-up on overdue invoices and document payment commitments, collection notes, and agreed next actions.
• Escalate unresolved or high-risk accounts in a timely manner.

Project Cost Tracking

• Allocate supplier bills, materials, subcontractors, and other direct costs to the correct ADU or project.
• Maintain accurate cost attribution to support project visibility and financial decision-making.
• Help identify missing, incorrect, or incomplete project cost documentation.

Finance Coordination and Follow-Through

• Research discrepancies and obtain missing documentation independently.
• Follow routine accounting and bookkeeping items through to resolution with minimal supervision.
• Group questions for leadership with supporting information and a recommended next step.
• Coordinate with internal stakeholders to gather approvals, clarifications, and required backup documentation.
• Identify practical process improvements that improve accuracy, timeliness, and visibility.

Weekly Visibility and Reporting

• Provide a concise weekly summary covering:
• expected receipts
• upcoming payments
• reconciliation progress
• overdue follow-ups
• decisions needed from leadership
• Keep accounting files, trackers, and finance records organized, current, and confidential.

Must-Have Requirements

• Demonstrated experience in bookkeeping, accounting support, or a similar finance operations role.
• Strong hands-on experience across accounts payable, accounts receivable, invoicing, collections, and reconciliations.
• Strong QuickBooks Online experience.
• Experience investigating and correcting existing bookkeeping discrepancies or incomplete records.
• Experience preparing and maintaining accurate financial records and transaction coding.
• Ability to work independently, manage follow-through, and reduce the need for day-to-day direction.
• Strong written and verbal communication skills.
• Strong attention to detail, ownership, and organizational discipline.
• Ability to manage confidential financial and customer information appropriately.

Nice-to-Have Requirements

• Experience with Canadian bookkeeping practices, including GST/HST.
• Experience in construction or another project-based business.
• Experience with project cost tracking, billing milestones, and payment follow-up.
• Experience supporting a growing business with evolving processes.
• Experience preparing weekly finance summaries or operational accounting updates.
• Formal training, certification, or a degree in bookkeeping, accounting, finance, or a related field.

Independent Contractor Perks

Permanent work from home

Immediate hiring

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

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