Bookkeeper & Finance Administrator

Job Title: Bookkeeper & Finance Administrator
Reports To: CEO or designee
Work Shift: Flexible, with scheduled live overlap within 10:00 AM-6:00 PM Eastern Time; exact arrangement TBD
Working Hours: Approximately 10 hours/week, with additional hours during payroll weeks
Job Description
We are seeking an experienced Bookkeeper & Finance Administrator to take over recurring financial administration for an addiction recovery program supporting people coming out of rehabilitation.
Delivered through an in-house accounting team, this assignment replaces the current bookkeeper and covers approximately 300-400 cash-basis transactions monthly, client billing, AP/AR, staff timesheets, payroll administration, HR documentation, and financial reporting & analysis.
The baseline workload is approximately 10 hours weekly. Payroll runs twice monthly, and those weeks may require additional time. The successful candidate must maintain accurate records, meet recurring deadlines, and communicate directly with the client through scheduled conversations as well as written updates.
Key Responsibilities
Bookkeeping And Reporting

Record and categorize transactions using the established cashbasis accounting approach, with future shift to accrual-basis

Reconcile bank, credit-card, and other financial accounts

Administer & track virtual corporate cards, expense management & receipt submission process

Investigate missing, duplicate, or incorrectly classified transactions, or errors caused by sync or technology

Maintain supporting invoices, receipts, statements, and reconciliation schedules

Prepare core monthly financial reports and flag material discrepancies, or outstanding items, ensuring accurate month’s end close

Build & analyze financial reports and dashboards for drivers of business improvement & assist with budgeting, forcasting and cash flow reporting

Demonstrated experience working with and maintaining Quickbooks Online file, including software updates & integrations

Client Billing, A/P And A/R

Prepare and issue bills or invoices using approved information

Record receipts, monitor outstanding balances, and coordinate follow-ups

Maintain vendor invoices and payment schedules

Prepare payment information for review under established approval procedures

Reconcile payments and escalate disputed charges or missing documentation

Communicate directly with clients and vendors as directed

Experience with online invoicing & payment platforms

Timesheets, Payroll And HR Administration

Collect and review timesheets and approved payroll changes

Prepare payroll inputs for twice-monthly processing, ensuring correct allocations

Check payroll information for inconsistencies and obtain clarification

Support routine employee onboarding, offboarding, and HR record administration, and historical cleanup

Maintain confidential payroll and employee documentation

Coordinate additional capacity when payroll deadlines increase the workload

Experience with online hr & payroll platforms

Handover And Coordination

Take over records, recurring tasks, and outstanding items from the outgoing bookkeeper

Maintain a calendar of billing, ap, payroll, and reporting deadlines

Document workflows and unresolved questions

Coordinate with the client and accounting lead on priorities and approvalsUpdate tracking sheets in real time

Perform historical cleanup & record organization

Participate in scheduled live discussions and team meetings during agreed Eastern Time overlap

Maintain strict confidentiality & security protocols for all data and data access and adhere to internal controls

Create SOPs and workflows for processes, including any necessary documents for staff training & compliance

Coordination with external CPA for Quarterly, Year End or ad hoc needs.

Qualifications

Required

Hands-on bookkeeping experience, including cash-basis & accrual basis accounting

Experience managing billing, AP/AR, cash flow, and account reconciliations

Experience reviewing timesheets and supporting payroll administration

Ability to prepare accurate recurring financial reports

Proficiency with accounting, invoicing & hr/payroll software and spreadsheets

Ability to analyze data for trends & insights and deliver high impact summaries & recommendations

Strong organization, accuracy, attention to detail, discretion, and deadline management

Clear written and spoken English

Ability to work independently,communicate questions proactively, and maintain confidentiality

Availability for approximately 10 hours/week, agreed payroll-week flexibility, and scheduled client calls

Preferred

Experience supporting US businesses and payroll workflows

Experience taking over books from another provider

Experience maintaining employee records and HR documentation

Relevant accounting qualification or bookkeeping certification

Ability to document and improve internal processes

Experience working within an outsourced accounting team

Experience directly supporting a founder, CEO or small business operator

Experience with Google Workspace Suite & AI

Experience configuring and optimizing features within financial & HR software stack

Originally posted on Himalayas