Bookkeeper

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Reconcile bank feeds with invoices and address any discrepancies.

• Reconcile PayPal transactions with bank feeds and invoice records.

• Review and organize bills awaiting payment in Ramp.

• Conduct monthly 401(k) reconciliations using Gusto.

• Ensure accurate financial and accounting data is maintained within HubSpot deal records.

• Verify contract values, deal values, and invoice amounts; investigate any discrepancies.

• Update expected payment dates and uphold a reliable financial source of truth in HubSpot.

• Monitor overdue invoices and facilitate collections follow-up until resolution.

• Document collections activities and client commitments.

• Address creator inquiries regarding deal status, payment dates, invoicing, and payment history.

• Investigate payment status and professionally communicate updates on delayed payments.

• Escalate significant payment delays or relationship risks to the CEO.

• Assist in automating invoice creation and validate the automated output.

• Register and maintain HMG as a vendor across various payment portals including Tipalti, Bill.com, Lumanu, SAP Ariba, and brand-specific systems.

• Complete vendor onboarding, which includes W-9s, ACH and banking forms, insurance certificates, supplier questionnaires, and identity verification.

• Securely manage platform credentials and access records.

• Monitor client portals for invoice status, approval holds, rejected submissions, and remittances.

• Submit invoices according to each client's required process and format.

• Complete recurring vendor re-verification and annual revalidation.

• Track onboarding progress against campaign timelines.

• Build and maintain cash flow forecasting.

• Assist with 1099 preparation and year-end filing.

• Maintain documentation for CPA handoff.

• Contribute to the QuickBooks Online-to-Xero migration, including data validation and post-migration cleanup.

• Handle confidential financial, payroll, tax, banking, contract, and personal information securely.

• Adhere to credential management, MFA, payment-change verification, and data-handling protocols.

• Identify and escalate phishing, payment fraud, and business email compromise attempts.

• Manage finance workstreams across multiple concurrent campaigns.

• Provide finance and executive assistant support to the CEO.

• Identify and propose process improvements.

• Collaborate with the internal team to ensure timely service delivery and meet client expectations.

⛳️ Requirements

• Minimum of 3 years in bookkeeping or finance operations experience.

• Proficient in Xero (required).

• Proficient in QuickBooks Online.

• Excellent verbal and written communication skills in English.

• Capable of managing multiple concurrent workstreams with strong follow-through.

• Experience in accounts receivable and collections, including diligent follow-up on overdue payments.

• Strong attention to detail and accuracy in reconciliation tasks.

• Comfortable working independently and identifying issues early.

• Bachelor's degree in Accounting, Finance, or a related field.

• Experience assisting with QuickBooks Online to Xero migrations (preferred).

• Familiarity with Ramp, PayPal, Gusto, or HubSpot (preferred).

• Background in a US-based professional services environment (preferred).

• Knowledge of US 1099 contractor payment processes (preferred).

• Familiarity with AI automation tools such as n8n or Zapier (preferred).

• Previous experience supporting a US-based executive across time zones (preferred).

• Ability to work the specified CDT schedule.

🏝️ Benefits

• Secure legal employment through RecruitGo's Employer of Record services.

• Work-from-home arrangement.

• Flexible breaks throughout the workday.

• Diverse challenges and engaging work.

• Supportive team collaboration.

• Inclusive and diverse workplace.

• Competitive salary package with opportunities for career advancement.

• Fully supported hiring and onboarding process.