Bookkeeper & Administrative Assistant

Bookkeeper & Administration Assistant 

To assist in managing the day-to-day financial tasks of the company with precision and integrity. This role includes accounts payable, account reconciliation across multiple accounts and platforms, cash transfer management and tracking, monthly financial reporting, and general administration assistance. The Accounting & Administration Assistant plays a key support role to ownership by keeping the financial systems organized, transparent, and aligned across all entities.

This role will be either on-site or a hybrid role.

 Key Responsibilities:

🔹 Accounts Payable  

Track and record payable accounts in company cash flow management systems and QuickBooks Online. 

Maintain up-to-date vendor records and W-9s. 

Process weekly approved and scheduled vendor payments (ACH, credit card, or checks). 

🔹 Daily Account Reconciliation 

Reconcile all bank and credit accounts daily. 

Ensure systems reflect real-time financial status and activity. 

Enter predicted reimbursements and outstanding items to maintain current visibility. 

Flag inconsistencies or anomalies immediately. 

🔹 Accounts Receivable 

Generate and manage invoicing for all external “on-site” massage services. 

Track and follow up on outstanding client invoices. 

Monitor and respond to chargebacks, disputes, and failed credit card payments. 

🔹 Credit Card & Chargeback Management 

Download, categorize and reconcile company credit card statements. 

Handle communication with credit card processors regarding disputes or chargebacks. 

🔹 Cash Flow Management 

Perform daily bank transfers as needed between accounts. 

Track scheduled payables, receivables, and future obligations. 

🔹 Payroll & Benefits Support 

Review and verify compensation tracking data. 

Support payroll submission and ensure accurate benefits deductions. 

Assist with issuing reimbursements or bonuses as needed.  

🔹 Monthly Financial Reporting 

Reconcile all accounts and finalize books by the 5th business day of the month. 

Deliver a complete monthly Profit & Loss Statement by entity and in total. 

Prepare actual data from P&L’s across companies for CFO to update projections. 

Ensure books are CPA-ready for quarterly or year-end review. 

🔹 Miscellaneous Owner Support 

Provide ad hoc reporting as requested. 

Support tax or legal documentation gathering. 

Assist with owner-to-CPA communications and special projects. 

Maintain confidentiality and high trust on all financial and business matters. 

🧩 Core Competencies 

High attention to detail and time sensitivity 

Data accuracy and financial integrity 

Strong organizational skills and follow-through 

Proactive, solutions-oriented mindset 

Ability to handle confidential information appropriately 

Proficient with Excel, financial software and navigating online applications 

🛠️ Tools Used 

Accounting/Revenue
Software: QuickBooks Online (multi-entity), Meevo (POS) 

Payroll & HR: QuickBooks, BambooHR 

Document Storage: SharePoint / Google Drive 

Payment Processing: Stripe, Square, or merchant processors 

Communication: Microsoft Teams, Outlook 

Salary : $24