Bookkeeper & Accounts Payable Specialist

Type: Full-time

Salary: up to $1500

Key Responsibilities 

Bookkeeping & Accounts Payable 

• Perform daily/weekly bookkeeping in QuickBooks Online. 

• Process incoming vendor invoices, converting purchase orders to bills in QuickBooks and matching them against vendor invoices; flag discrepancies to Operations for approval before proceeding. 

• Maintain the PO/bill tracking spreadsheet, updating status as items move from PO → bill → ready for payment. • Support purchasing coordination alongside the PO/bill workflow. 

• Support payroll processing every two weeks, including compiling technician pay and W-2 commission data for review. Accounts Receivable 

• Generate and send client invoices, including client-specific processes (national-account portals, etc.) per documented instructions. 

• Track AR aging and follow up on outstanding invoices. 

• Apply and reconcile incoming payments in QuickBooks. 

QuickBooks & Financial Reporting 

• Categorize transactions in QuickBooks and Ramp. 

• Maintain QuickBooks Projects, including updating project stage (e.g., Deposit Pending → Needs to Order) and tracking budget vs. actuals. 

• Update recurring reporting: the GM report, yearly profit tracking, and the master/budget report. • Support data reporting on existing-customer engagement and lead activity as needed. 

Insurance & Compliance 

• Provide W-9 and Certificate of Insurance (COI) documents to customers and vendors on request. 

• Route COI requests appropriately (insurance agent + certificate-holder distribution) and reply directly to the requesting customer. 

• Track credential/subscription renewals tied to specific property-management accounts and flag renewal or cancellation decisions. 

• Coordinate lien waiver notarization: route documents needing a notary to the internal notary, then submit the executed waiver back to the customer/GC. 

General Admin 

• Take on light project coordination/communication tasks as workflows mature. 

Requirements

Qualifications 

• Hands-on experience with QuickBooks Online — comfortable identifying and correcting data-entry issues independently, not just following a script. 

• Prior experience with AP, AR, invoicing, or bookkeeping workflows in a small-business setting.

• Strong written English — this role emails customers and vendors directly on invoices, COIs, and compliance documents.

• High attention to detail and comfort following documented, multi-step processes exactly.

• Proficient with Google Sheets; comfortable picking up a CRM (Pipedrive) and field service tool (Jobber).

• Self-directed and reliable — able to run the recurring workflow independently after a training period.