Bookkeeping Assistant

Job Title: Bookkeeping Assistant
Position Type: Full-Time, Remote
Working Hours: U.S. client business hours (with flexibility for month-end close and reporting deadlines)

About the Role:
Our client is seeking a Bookkeeping Assistant to provide day-to-day financial support, ensuring records are accurate, reconciliations are timely, and reporting is organized. This role bridges administrative efficiency and financial accuracy, supporting accountants, controllers, and business owners with bookkeeping, data entry, invoice processing, and reporting.

Responsibilities:
Bookkeeping & Data Entry:

• Record daily transactions in accounting systems (QuickBooks Online/Desktop, Xero, NetSuite).
• Enter invoices, bills, and receipts accurately.
• Maintain expense logs and categorize transactions properly.

Accounts Payable (AP) Support:

• Process vendor invoices and employee reimbursements.
• Track due dates, prepare payment runs, and flag overdue invoices.
• Reconcile vendor accounts to ensure balances are accurate.

Accounts Receivable (AR) Support:

• Generate and send customer invoices.
• Log payments (ACH, wire, check, credit card) and follow up on overdue balances.
• Maintain AR aging reports.

Bank & Credit Card Reconciliations:

• Reconcile daily/weekly transactions against bank statements.
• Flag discrepancies and resolve with accounting team.

Reporting & Analysis:

• Prepare weekly cash flow summaries, AP/AR reports, and expense trackers.
• Support month-end close by compiling PBC (Prepared by Client) schedules.
• Update dashboards in Excel/Google Sheets for leadership visibility.

Compliance & File Management:

• Ensure receipts, invoices, and vendor documents are stored and audit-ready.
• Maintain confidentiality of financial records and sensitive data.

Collaboration:

• Partner with accountants, controllers, and finance teams to ensure data accuracy.
• Support ad hoc projects such as budget tracking or audit prep.

What Makes You a Perfect Fit:

• Detail-oriented, accurate, and thorough.
• Organized multitasker who thrives in high-volume environments.
• Discreet and professional with sensitive financial information.
• Eager to learn and adaptable to different client industries.

Required Experience & Skills (Minimum):

• 1–2 years in bookkeeping, finance admin, or accounts support.
• Proficiency with accounting software (QuickBooks, Xero, NetSuite).
• Intermediate Excel/Google Sheets skills (formulas, reconciliations, pivot tables).
• Familiarity with AP/AR processes.

Ideal Experience & Skills:

• Experience supporting accountants during monthly/quarterly close.
• Exposure to multi-entity or multi-currency bookkeeping.
• Industry experience in SaaS, real estate, healthcare, or services.
• Familiarity with automation tools , Expensify, Tipalti).

What Does a Typical Day Look Like?
A Bookkeeping Assistant's day revolves around keeping financial records accurate and reports up to date. You will:

• Post daily transactions in QuickBooks or Xero, ensuring categories are correct.
• Reconcile bank and credit card feeds, flagging discrepancies for review.
• Process vendor invoices and prepare payment batches for approval.
• Generate invoices, apply payments, and update AR aging.
• Prepare reports such as weekly cash flow summaries or AP/AR snapshots.
• Update shared files and dashboards so accountants and managers always have real-time visibility.

In essence: you ensure finance teams have clean, reliable data to make timely decisions and close the books accurately.

Key Metrics for Success (KPIs):

• Transaction entry accuracy ≥ 99%.
• Timeliness of reconciliations (same-day or weekly depending on SLA).
• On-time preparation of weekly/monthly financial reports.
• Zero compliance issues in audit checks.
• Positive feedback from accountants/managers on support reliability.

Interview Process:

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Practical Task (e.g., reconcile a sample bank statement in Excel/QuickBooks)
• Client Interview with Finance/Accounting Team
• Offer & Background Verification