Senior Bookkeeper / Billing & Finance Ops Lead
South Africa
VA/EA – Operations /
Finance / Full-Time /
Remote
Snapshot
Entrepreneur with several small businesses (virtual mailboxes, construction, and international ventures) runs a unified playbook across Operations, Projects, and Marketing. This hire anchors the Operations lane and is the financial backbone across multiple entities. You’ll handle day-to-day accounting, build & enforce workflows, own billing/collections, and surface insights that drive cash flow and tax planning.
What You’ll Own
● Daily accounting across multiple entities
○ Reconcile all bank/credit card transactions every day in QuickBooks Online (multi-company).
○ Classify spend properly: company admin, job/Project costs, reimbursables, and COGS.
○ Maintain clean AR/AP, vendor records, and supporting documentation.
● Billing & collections (mission-critical)
○ Run invoicing cycles, apply payments, chase aging, and clear disputes.
○ Investigate open balances; identify root causes and fix upstream workflow
gaps to speed collections.
○ Partner with project/CS teams to confirm deliverables and release milestones.
● Financial workflows & controls
○ Design and document accounting workflows (intake → coding → approvals → reporting).
○ Establish checklists, SLAs, and audit trails; train teammates to follow them.
○ Create weekly exception reports that flag errors, inconsistencies, and risks—and close them out.
● Reporting, cash, and tax readiness
○ Prepare weekly dashboards (cash position, AR aging, WIP, gross margin by project/business).
○ Build/update monthly cash-flow forecasts; scenario plan around inflows/outflows.
○ Partner with the tax CPA on year-end planning (e.g., purchase timing, write-offs, accruals) and ensure books are tax-ready by Dec 1.
● Cross-functional coordination
○ Work closely with Customer Success, Project Management, and Design to align POs, change orders, receipts, and job costing.
○ Keep leadership informed with concise updates and “decision-ready” insights.
Must-Have Experience
- 4–7+ years progressive bookkeeping/accounting experience; multi-entity environment strongly preferred.
- Expert in QuickBooks Online (rules, classes/locations, products/services, job costing, recurring transactions, custom reports, multi-company).
- Proven track record owning AR and driving collections with measurable DSO improvements.
- Built/implemented accounting workflows and internal controls; comfort auditing others’ work.
- Strong Excel/Sheets skills (pivot tables, lookups) and comfort with bank feeds, receipt tools, and basic integrations.
Nice to Have
- Construction or project-based accounting (progress billing, retainage, change orders, WIP).
- Experience partnering with external CPAs for tax planning and year-end close.
- Familiarity with ticketing/CS tools or project systems and how they map to accounting.
Working Style — Who Thrives Here
- Strong, confident communicator: asks direct questions, challenges assumptions, and pushes for clarity. Not “yes-boss”—you drive accuracy and results.
- Ownership mindset: treats AR, cash, and books like your name is on them. You spot issues early and propose fixes.
- Process builder: you think in systems, write them down, and get others to follow them.
- Calm urgency: steady under pressure, but relentless about daily reconciliations and collections.
- High candor, low ego: comfortable giving/receiving feedback across cultures and time zones; team-first.
Success in 90 Days
- Daily reconciliations: 100% of transactions coded within 24 hours; <1% uncategorized.
- AR discipline: All invoices out on schedule; DSO trending down; clear plan for every invoice >15 days.
- Reporting rhythm: Weekly error/exception report delivered and closed; executive dashboard live.
- Workflow lift: At least 2 workflow improvements shipped that reduce leakage or cycle time (e.g., CO/PO guardrails, backup documentation).
- Tax readiness: Year-end checklist agreed with CPA; preliminary tax strategies drafted.
Tools You’ll Use
- QuickBooks Online (multi-company)
- Google Workspace/Sheet
- Banking portals/feeds,
- Receipt capture and basic integrations (rules/imports)
- Comfortable adopting other lightweight tools the team uses
$1,100 - $1,100 a month
Full-time on U.S. Eastern hours: 8:00 a.m.–5:00 p.m. ET, Monday–Friday (with 1-hour lunch).
Remote; reliable connectivity and a professional setup are required.
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.
