Overview
Our client is looking for a Bookkeeper & Administrative Assistant to join their team and take ownership of critical financial and administrative operations. Our client is a well-established US-based distribution and logistics company celebrating over 55 years in business. In this role, you will manage monthly invoicing for around 250 customer accounts in QuickBooks Online and oversee essential compliance tracking, working directly with the company president in a long-term partnership built on systems and transparency.

Schedule: Pacific Standard Time (20 hours per week) flexible during client business hours

Responsibilities

• Manage monthly invoicing for approximately 250 customer accounts in QuickBooks Online, updating unique invoice numbering system with account numbers and date tracking
• Reconcile accounts and maintain accurate financial records in QuickBooks Online without payroll processing, bill payment, or banking authority
• Submit invoices through customer-specific portals including major retailers like Walmart following exact specifications
• Track and verify insurance certificate compliance and expiration dates for all subcontractors
• Monitor and ensure timely payment of Department of Motor Vehicles registrations and renewals
• Maintain workers compensation audit documentation and compliance records
• Perform fixed asset tracking and depreciation curves in QuickBooks Online
• Provide proactive communication about upcoming deadlines, compliance issues, and process improvement opportunities

Requirements

• Minimum 2-5 years of bookkeeping or accounting experience
• Degree in Accounting or related field
• Proven expertise with QuickBooks Online including account reconciliation and fixed asset management
• Demonstrated ability to work independently with minimal supervision
• Strong attention to detail with complex numbering systems and compliance tracking
• Excellent communication skills with ability to proactively flag issues and suggest solutions
• Comfortable learning new customer portals and systems using video training materials
• Willingness to work approximately 20 hours per week with potential to grow into full-time

Nice-to-Have Requirements:

• Bonus if you have experience with insurance certificate verification and compliance tracking
• It helps if you've managed invoicing for 200+ accounts simultaneously
• Bonus if you're familiar with DMV registration processes and deadlines
• It helps if you have experience with customer-specific invoicing portals for large retailers
• Bonus if you're comfortable suggesting process improvements and efficiency gains

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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