Senior Bookkeeper (Quickbooks)

Outsourced.ph is a leading ISO certified Philippines offshore outsourcing company that provides dedicated remote staff to some of the world's leading international companies. Outsourced is recognized as one of the Best Places to Work and has achieved Great Place to Work Certification. We are committed to providing a positive and supportive work environment where all staff can thrive. As an Outsourced staff member, you will enjoy a fun and friendly working environment, competitive salaries, opportunities for growth and development, work-life balance, and the chance to share your passion with a team of over 1000 talented professionals

Senior Bookkeeper & Back Office Operations CoordinatorPosition Overview

We are seeking an experienced Senior Bookkeeper & Back Office Operations Coordinator to take ownership of bookkeeping, billing, accounts receivable, administrative compliance, customer and subcontractor records, and business systems.

Strong hands-on bookkeeping experience is non-negotiable. The ideal candidate is an experienced QuickBooks Online bookkeeper who is highly organized, detail-oriented, comfortable with technology, and capable of improving processes.

Company-specific systems and processes can be taught; fundamental bookkeeping knowledge cannot.

Core Responsibilities1. Bookkeeping & Accounting

• Maintain accurate books in QuickBooks Online.
• Perform bank and credit-card reconciliations.
• Review and classify transactions and maintain the general ledger/chart of accounts.
• Manage AP-related accounting and subcontractor invoices.
• Reconcile payroll to QuickBooks.
• Assist with month-end and year-end close.
• Reconcile balance-sheet accounts, loans, clearing accounts, and other accounting items.
• Review P&L and Balance Sheet for unusual activity.
• Support financial reporting and CPA requests.
• Assist with 1099 preparation and related reconciliations.
• Prepare or post adjusting journal entries as directed by the CPA.
• Escalate issues requiring management or CPA review.
  
  

2. Billing & Accounts Receivable

• Prepare and submit accurate customer invoices through QuickBooks Online and customer portals.
• Verify billing dates, pricing, service periods, documentation, and customer-specific requirements.
• Track rejected, incomplete, or disputed invoices through resolution.
• Maintain AR aging and apply customer payments accurately.
• Follow up on past-due balances and approved collection activities.
• Track unapplied payments, credits, disputes, and promises to pay.
• Prepare concise AR and billing exception reports.
  
  

3. Customer & Account Administration

• Maintain organized electronic customer files, including contracts, pricing, billing requirements, correspondence, service information, and account history.
• Support new-customer onboarding, billing setup, customer portals, and approved welcome communications.
• Track customer feedback, complaints, satisfaction, and corrective actions.
• Help maintain customer-health and service KPIs.
  
  

4. Subcontractor & Compliance Administration

• Maintain complete subcontractor records, including W-9s, agreements, licenses, insurance, DMV records, vehicle information, and other required documentation.
• Coordinate onboarding, document collection, renewals, and offboarding.
• Track Workers Compensation, General Liability, and Auto Liability coverage and expiration dates.
• Follow up on missing or expired documents and escalate compliance issues.
• Maintain vehicle, registration, title, inspection, and insurance records.
  
  

5. Systems & Technology

Support And Maintain Business Systems Such As

• QuickBooks Online
• Microsoft Excel and Outlook
• Fulcrum
• SimpleTexting
• ServiceChannel
• Yardi
• Customer billing portals
• Cloud-based file storage and other business applications
  
  

The candidate should be comfortable learning unfamiliar systems quickly, maintaining data accuracy, and understanding how systems and processes interact.

• Excel & Reporting
  
  

Use Excel For

• Reconciliations and account analysis
• Tracking and compliance schedules
• AR and billing reports
• Data cleanup and organization
• KPI and management reporting
• Lookup and conditional formulas
  
  

PivotTables, XLOOKUP/VLOOKUP, SUMIFS, data validation, and structured tables are strongly preferred. 8. Management Support & Special Projects Required Qualifications Preferred Qualifications Authority & Financial Controls

• Process Improvement & SOPs
• Document recurring processes and create/update SOPs.
• Convert workflows and training materials into clear procedures.
• Improve spreadsheets, trackers, and administrative processes.
• Identify opportunities to reduce duplicate work and automate routine tasks.
• Help implement and improve new workflows and systems.
• Prepare concise exception and status reports for management.
• Identify issues requiring attention before they become urgent.
• Support approved customer research, proposal tracking, account expansion, and other growth-related projects as needed.
• Minimum 3 years of hands-on bookkeeping experience.
• Strong QuickBooks Online experience.
• Experience with bank and credit-card reconciliations.
• Working knowledge of the general ledger and chart of accounts.
• Ability to review P&L and Balance Sheet reports.
• Understanding of AP, AR, loans, principal and interest.
• Experience with month-end bookkeeping procedures.
• Experience supporting payroll reconciliation.
• Familiarity with W-9 and 1099 processes.
• Strong Microsoft Excel and Outlook skills.
• Excellent written and spoken English.
• Strong organization, attention to detail, and follow-through.
• Ability to manage recurring deadlines independently.
• Strong problem-solving and judgment.
• Ability to identify discrepancies and escalate appropriately.
• Ability to learn new software and business systems quickly.
• 5+ years of bookkeeping experience.
• Accounting, Finance, or Business degree.
• Experience supporting U.S.-based companies.
• Experience working with an external CPA.
• Service-based or subcontractor-heavy business experience.
• Experience with customer billing portals and payroll accounting.
• Experience with SOP development and process improvement.
• Strong Excel reporting skills.
• CRM, project management, or operations experience.
• Familiarity with automation and AI productivity tools.
  
  

The Position Will Not Have Independent Authority To

• Process employee payroll or change compensation.
• Transfer company funds or initiate wires/ACH transactions.
• Sign company checks.
• Establish customer pricing or make unauthorized credits/write-offs.
• Make tax elections or establish significant accounting policies.
• Make contractual commitments on behalf of the company.
  
  

Certain payment and AP responsibilities may remain with management.

What Success Looks Like

The Successful Candidate Will

• Maintain accurate books and complete reconciliations on time.
• Understand the accounting behind transactions, not simply enter data.
• Identify discrepancies and accounting issues early.
• Produce reliable information for management and the CPA.
• Bill customers accurately and follow rejected invoices through resolution.
• Keep AR actively managed.
• Maintain complete customer, subcontractor, insurance, and vehicle records.
• Stay ahead of compliance and renewal deadlines.
• Learn new systems quickly.
• Communicate professionally and escalate issues appropriately.
• Document and improve recurring processes.
• Complete responsibilities independently without constant follow-up.
  
  

The goal is to maintain accurate books, own recurring back-office processes, identify exceptions early, improve systems, and reduce the administrative burden on management.

These activities remain with the Bookkeeper, Accountant, and Accounting Lead teams

Work Setup Remote

Hired staff is required to have a stable and reliable internet connection with at least 20MBPS for both download AND upload speed

Must work Night Shift from 12AM to 9AM PHT

Equipment will be provided by the company

By clicking on the I'm Interested button I hereby allow Outsourced Quality Assured Services, Inc. (Outsourced) to store and collect my personal information for the purposes of employment application. As such, I agree and authorize Outsourced to collect, store, or continue to use my personal information for the above-stated purpose, and to retain my personal information for a period of 1 year, and for these purposes only.