Senior Bookkeeper / Accounting Operations Specialist

Position Overview

We are seeking an experienced, highly reliable Senior Bookkeeper / Accounting Operations Specialist based in the Philippines to manage the day-to-day accounting and bookkeeping activities for multiple U.S.-based business entities.

This is a full-time, dedicated position. The ideal candidate has strong experience supporting U.S.-based professional services or services businesses, managing multiple entities, maintaining accounts receivable, completing reconciliations, supporting month-end close, and working extensively in QuickBooks Online.

This role will work collaboratively with other bookkeepers, accounting professionals, CPAs, tax professionals, and internal business stakeholders. The successful candidate must be comfortable operating as part of a broader accounting function, sharing responsibilities, following established processes, coordinating handoffs, and maintaining consistent accounting standards across the team.

This individual will have access to highly sensitive company and financial information and must demonstrate strong judgment, accuracy, discretion, confidentiality, and ownership.

Key Responsibilities

Multi-Entity Bookkeeping

• Maintain accurate books and records for multiple legal entities.

• Maintain separate general ledgers, bank accounts, credit cards, and accounting records for each entity.

• Ensure transactions are recorded to the correct entity, account, class, department, customer, or project.

• Record and reconcile intercompany transactions, transfers, reimbursements, and balances.

• Maintain consistent and accurate charts of accounts.

• Identify transactions that appear to be recorded incorrectly or allocated to the wrong entity.

• Maintain supporting documentation for material transactions.

Collaboration With Accounting Team

• Work closely with other bookkeepers and accounting professionals.

• Coordinate responsibilities across the accounting team to ensure tasks are completed accurately and on time.

• Follow standardized accounting procedures, close checklists, and documentation requirements.

• Communicate clearly regarding open items, discrepancies, missing documentation, and accounting issues.

• Support handoffs between bookkeeping, accounting, payroll, tax, and finance functions.

• Assist other accounting team members when additional support is required.

• Maintain consistency in accounting treatment across entities.

• Document work clearly so other team members can understand and review transactions and reconciliations.

• Participate in periodic accounting reviews and close meetings.

• Work collaboratively with external CPAs, tax advisors, auditors, and other financial professionals.

Accounts Receivable

Own and maintain the accounts receivable process, including:

• Create and maintain customer invoices.

• Ensure invoices are issued accurately and on schedule.

• Track all outstanding receivables.

• Maintain accurate AR aging reports.

• Apply customer payments correctly.

• Reconcile customer balances.

• Identify overdue accounts and payment discrepancies.

• Follow up on outstanding invoices in accordance with company procedures.

• Escalate past-due or disputed receivables to management.

• Reconcile invoicing to contracts, billing schedules, and supporting records where applicable.

• Maintain accurate records of invoiced, collected, outstanding, and past-due amounts.

• Assist management with collections reporting and cash-flow visibility.

Accounts Payable

• Receive, review, organize, and record vendor invoices.

• Verify proper entity, account coding, approvals, and supporting documentation.

• Maintain vendor records and W-9 documentation.

• Prepare vendor payments for appropriate approval.

• Track outstanding vendor obligations.

• Monitor recurring expenses, software subscriptions, and vendor charges.

• Identify duplicate, unusual, or potentially incorrect vendor charges.

Bank and Credit Card Reconciliations

• Reconcile all bank accounts monthly.

• Reconcile all company credit cards monthly.

• Investigate and resolve discrepancies.

• Identify missing, duplicate, unusual, or unauthorized transactions.

• Maintain supporting documentation for reconciled transactions.

Month-End Close

• Own or substantially support the monthly bookkeeping close process.

• Coordinate assigned close responsibilities with other bookkeeping and accounting team members.

• Maintain and follow a standardized month-end close checklist.

• Complete bank and credit-card reconciliations.

• Prepare and post appropriate journal entries.

• Record accruals, prepaid expenses, depreciation, and adjusting entries as appropriate.

• Review balance-sheet accounts for accuracy.

• Reconcile material balance-sheet accounts.

• Review income and expense activity for unusual or incorrectly categorized transactions.

• Confirm intercompany balances reconcile across entities.

• Ensure books are complete and accurate by established monthly deadlines.

General Ledger & Accounting Operations

• Maintain accurate general ledgers.

• Prepare routine and adjusting journal entries.

• Maintain supporting schedules for significant accounts.

• Investigate accounting discrepancies.

• Correct errors using appropriate accounting methods and documentation.

• Maintain historical accounting records in an organized manner.

• Help standardize accounting processes across entities.

Payroll Accounting

• Record payroll transactions accurately.

• Reconcile payroll reports to the general ledger.

• Track payroll-related liabilities and expenses.

• Coordinate with payroll providers where necessary.

• Maintain accurate employee reimbursement records.

• Assist with payroll-related accounting questions and reconciliations.

Financial Reporting

Prepare or support monthly financial reporting, including:

• Profit & Loss Statements

• Balance Sheets

• Cash Flow Statements

• Accounts Receivable Aging

• Accounts Payable Aging

• Cash balance reporting

• Entity-level financial statements

• Consolidated financial reporting where appropriate

• Budget-to-actual reporting where applicable

Assist management in identifying:

• Significant variances

• Unexpected expenses

• Revenue inconsistencies

• Cash-flow concerns

• Unusual transactions

• Accounting discrepancies

• Trends requiring management attention

Professional Services Accounting

The ideal candidate should understand the accounting needs of a U.S.-based services or professional services organization, including:

• Customer invoicing

• Contract-based billing

• Recurring and project-based revenue

• Accounts receivable management

• Professional services expenses

• Employee and contractor costs

• Project-related expenses

• Revenue and expense categorization

• Customer-level financial reporting

• Multi-entity operations

Experience supporting consulting, technology, cybersecurity, accounting, legal, engineering, government contracting, or similar professional services organizations is strongly preferred.

Cash & Treasury Support

• Monitor cash balances across entities.

• Maintain accurate records of account transfers.

• Reconcile transfers between bank accounts and entities.

• Assist management with cash-flow reporting.

• Identify upcoming cash requirements.

• Maintain visibility into receivables and expected collections.

The bookkeeper will not independently initiate material bank transfers, vendor payments, payroll changes, or other significant financial transactions outside established authority and approval procedures.

Tax & CPA Support

• Maintain organized accounting records for tax preparation.

• Coordinate with external CPAs, tax professionals, and advisors.

• Prepare requested schedules and supporting documentation.

• Assist with 1099 preparation and vendor documentation.

• Maintain records supporting federal, state, and local filings.

• Support financial audits, reviews, and other accounting requests.

• Respond promptly to requests from external accounting and tax professionals.

Systems & Data Management

Primary accounting responsibilities will be performed using QuickBooks Online.

The candidate should:

• Have strong hands-on QuickBooks Online experience.

• Maintain clean and organized QuickBooks records.

• Understand classes, customers, vendors, chart of accounts, reconciliations, journal entries, and reporting.

• Help identify opportunities to improve accounting workflows.

Experience with Airtable is helpful but not required.

Airtable experience may include:

• Maintaining financial or operational records.

• Reviewing linked records.

• Updating structured data.

• Reconciling operational data with accounting records.

• Working with views, filters, formulas, and linked tables.

• Supporting workflows between operational systems and QuickBooks.

Experience with Excel and/or Google Sheets is also required.

Confidentiality & Information Security

This position will have access to confidential company, customer, employee, banking, payroll, tax, contract, and financial information.

The employee must:

• Maintain strict confidentiality at all times.

• Sign confidentiality and non-disclosure agreements.

• Protect company, customer, employee, and financial information.

• Never disclose confidential information to unauthorized individuals.

• Follow company information-security policies and procedures.

• Use company-approved systems and devices where required.

• Maintain strong passwords and multi-factor authentication.

• Never share passwords or login credentials.

• Follow least-privilege access requirements.

• Never use company financial information for unauthorized purposes.

• Never store sensitive company information in personal cloud-storage accounts or unauthorized applications.

• Immediately report suspected fraud, unauthorized transactions, security incidents, or data exposure.

• Return or permanently remove company information upon termination of employment.

Confidentiality obligations continue after employment ends.

Internal Controls & Approval Requirements

The employee is expected to follow established financial controls.

The bookkeeper must not independently make material:

• Bank transfers

• Vendor payments

• Payroll changes

• Customer refunds

• Changes to banking information

• Significant journal entries

• Changes to accounting policies

• New vendor setups involving payment information

unless specifically authorized under established company approval procedures.

The employee is expected to identify and escalate suspicious, unusual, or inconsistent transactions.

Required Qualifications

• Minimum 5 years of professional bookkeeping or accounting experience.

• Significant experience supporting U.S.-based businesses.

• Experience working with a U.S. services or professional services company.

• Strong QuickBooks Online experience.

• Demonstrated experience managing multiple legal entities.

• Strong accounts receivable experience.

• Experience performing or supporting month-end close.

• Experience working collaboratively with other bookkeepers and accounting professionals.

• Strong understanding of:

• General ledger accounting

• Accounts receivable

• Accounts payable

• Bank reconciliations

• Credit-card reconciliations

• Journal entries

• Accrual accounting

• Balance-sheet reconciliations

• Intercompany accounting

• Financial reporting

• Strong Microsoft Excel and/or Google Sheets skills.

• Excellent written and spoken English.

• Strong organizational and documentation skills.

• High attention to detail.

• Ability to work independently and as part of an accounting team.

• Ability to manage recurring deadlines.

• Ability to identify accounting problems rather than simply process transactions.

Preferred Qualifications

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

• QuickBooks ProAdvisor certification.

• Experience working for U.S. accounting firms.

• Experience with U.S. professional services companies.

• Experience with consulting, technology, cybersecurity, government contracting, or similar industries.

• Airtable experience.

• Experience with multi-company or multi-entity accounting.

• Experience preparing management-level financial reports.

• Experience working with payroll providers.

• Experience supporting external CPAs, auditors, or tax professionals.

• Experience improving or automating accounting processes.

Characteristics We Are Looking For

The ideal candidate is:

• Highly trustworthy

• Accurate

• Detail-oriented

• Organized

• Accountable

• Analytical

• Proactive

• Collaborative

• Consistent

• Comfortable working independently

• Comfortable working as part of a larger accounting team

• Comfortable asking questions

• Willing to challenge transactions that do not appear correct

• Able to identify problems instead of simply processing what is provided

• Able to maintain strict confidentiality

• Able to communicate clearly with management and accounting colleagues

• Able to meet recurring monthly deadlines

• Comfortable taking ownership of the accuracy and completeness of assigned accounting responsibilities

We are specifically looking for someone who can take ownership of assigned bookkeeping responsibilities while functioning effectively as part of a broader accounting and finance team.

Work Arrangement

• Full-time position

• Approximately 40 hours per week

• Philippines-based

• Dedicated to our organization

• Long-term position

• Remote

• Reliable high-speed internet required

• Professional remote-work environment required

• Some overlap with U.S. Eastern Time business hours will be required

Success Measures

Success in this role means:

• Books are consistently accurate and current.

• Multiple entities are maintained correctly and separately.

• Intercompany balances reconcile.

• Bank and credit-card accounts are fully reconciled every month.

• Accounts receivable is accurate, current, and actively maintained.

• Past-due receivables are clearly visible and appropriately escalated.

• Month-end close occurs on schedule.

• Assigned close responsibilities coordinate cleanly with the broader accounting team.

• Balance-sheet accounts are properly reconciled.

• Customer invoices are accurate and timely.

• Financial reports can be relied upon by management.

• Accounting records are supported by appropriate documentation.

• Other bookkeepers and accounting professionals can readily understand and review completed work.

• CPAs and tax professionals receive accurate information when requested.

• Financial discrepancies are identified quickly.

• Confidential information is protected at all times.