Daily Bookkeeping Coordinator (Philippines Remote)

Overview:
We are seeking an experienced Bookkeeper with a strong e-commerce and DTC background to manage real-time transaction entry, sales reconciliation, and financial analysis across multiple company entities. This part-time role serves as a critical partner to our executive team, providing daily transaction accuracy, proactive anomaly detection, and weekly strategic spending insights.

The ideal candidate has hands-on experience reconciling Shopify sales deposits, working with DTC or CPG brands, and is deeply comfortable with the financial mechanics of e-commerce — including payment processing fees, returns, refunds, and channel-level reporting. You combine meticulous transaction management with analytical insight into business spending patterns and revenue trends.

Key Responsibilities:
Daily Transaction Management
Update all transactions across all company entities in QuickBooks on a daily basis
Reconcile transactions against bank and credit card statements each day
Add detailed memos and descriptions to every transaction following the company's established format and naming conventions
Ensure all transactions are properly coded and categorized before reconciliation closes
Receipt & Invoice Processing
Upload receipts from the CC expense tracking sheet into QuickBooks
Upload invoices from the shared Google folder into QuickBooks
Flag missing documentation — proactively notify leadership when receipts or invoices are missing for recorded transactions
Verify receipt/invoice matches to corresponding transactions and flag discrepancies

Shopify Sales Deposit Reconciliation ? Key Focus Area
This is a core daily responsibility. Candidates with direct Shopify reconciliation experience are strongly preferred.

Reconcile daily Shopify payment deposits using journal entries (J/E) to provide clear visibility into the actual flow of funds
Break out Shopify deposits into component parts: gross sales by channel, Shopify payment processing fees, shipping costs, returns/refunds, and other adjustments as needed
Ensure each J/E reflects the actual flow of funds and matches bank deposits exactly
Identify and investigate discrepancies between Shopify payouts and bank deposits — chargebacks, disputed transactions, payout timing differences
Flag revenue that is lower than historical patterns and provide context for anomalies

---------- Monitoring & Review:
No prior ---------- experience required — we will provide full training. If you already know ---------- , even better!

Monitor all ---------- activity daily — review pending bills, invoices, and payment activity
Verify vendor bills are accurate, properly coded, and match supporting invoices
Flag discrepancies — duplicate bills, incorrect amounts, or missing documentation
Escalate for approval — prepare bills with analysis for leadership approval
Monitor payment status — ensure scheduled payments process correctly and flag failed transactions

Payroll Verification:
Verify ADP payroll deposits post correctly each pay period
Confirm amounts match expected payroll calculations and prior pay periods
Flag discrepancies — incorrect amounts, late deposits, or failed transactions
Reconcile payroll entries to bank deposits and QBO records

Weekly Financial Review & Analysis:
Analyze spending patterns — prepare a weekly spending recap comparing current week to same week in previous months
Identify high-spend outliers — flag vendors or expense categories exceeding typical spend with context and explanation
Monitor revenue health — analyze daily Shopify sales deposits and flag revenue that is lower than historical patterns
Investigate anomalies — dig into unusual fees, chargebacks, refunds, or payment processor issues
Provide actionable insights — present findings in a format that supports executive decision-making
Flag financial risks — alert leadership immediately to potential issues (large unexplained transactions, unusual patterns, missing documentation)

Required Qualifications:
5+ years of professional bookkeeping experience — proven track record managing multi-entity accounting
E-commerce bookkeeping experience — direct experience reconciling Shopify, Amazon Seller Central, or similar marketplace deposits is strongly preferred
Expert-level QuickBooks proficiency — advanced user with deep knowledge of transaction coding and reconciliation
Journal entry mastery — comfortable with complex entries including depreciation, accruals, revenue recognition, and sales breakdown
Financial analysis capability — able to identify spending trends, anomalies, and variance from historical patterns
Advanced reconciliation skills — bank, credit card, and multi-platform sales deposit reconciliation
Independent judgment — makes coding decisions and flags exceptions without prompting
Proactive communication — identifies and escalates issues before they become problems
Daily availability — reliable execution of daily transaction uploads and reconciliation
Google Suite proficiency — comfortable with Drive, Sheets, and Forms for document management

Preferred Qualifications:
? E-commerce & DTC Experience — Highly Preferred
Direct Shopify reconciliation experience — you've personally reconciled Shopify payouts, not just reviewed reports
DTC or CPG brand background — you understand the volume, cadence, and complexity of direct-to-consumer sales accounting
Multi-channel e-commerce experience — Shopify, Amazon Seller Central, marketplace fees, and payment processor accounting (Stripe, PayPal, etc.)
Familiarity with e-commerce-specific accounting nuances — shipping cost allocation, return reserves, chargeback management

Bookkeeping certification — CPA, bookkeeping designation, or equivalent formal credential
Advanced Excel skills — pivot tables, VLOOKUP, macros for financial analysis
FP&A or financial analysis background — experience preparing variance analysis and trend reporting
---------- experience — helpful but not required; full training will be provided
Senior bookkeeper or accounting manager background — led bookkeeping functions or managed accounting teams

Tools & Platforms
You will work with:
QuickBooks (primary accounting system)
Shopify (daily sales deposit reconciliation — core platform)
---------- (vendor invoices and payments — training provided)
ADP (payroll verification)
Google Drive, Sheets, Forms (invoices, expense tracking, CC pre-approval workflow)
Bank portals (statement review and reconciliation)
Communication & Reporting
Language: English (fluent written communication required)
Weekly reports: Submit spending recap and revenue flags by end of week
Daily documentation: Flag missing receipts/invoices the same day they are identified
Ad hoc updates: Notify leadership immediately of significant discrepancies (e.g., large unexplained deposits/withdrawals, missing major invoices)

Success Metrics:
You will be successful in this role if you:
Independently manage 100% of daily transaction accuracy across all entities with zero errors
Reconcile Shopify deposits correctly and post as proper J/E breakouts — every day, without prompting
Monitor and review ---------- daily — flag discrepancies and prepare for approval escalation
Confirm ADP payroll deposits match expectations without errors
Identify spending anomalies before leadership asks (proactive analysis, not reactive)
Provide weekly insights that leadership acts on — your analysis drives decisions
Make sound independent coding decisions that align with company standards and accounting principles
Catch control issues, missing documentation, and discrepancies immediately
Deliver professional, actionable weekly reporting consistently and on time
Require minimal supervision — execute autonomously with high-level guidance only
About This Role
E-commerce at its core — you are reconciling real Shopify revenue daily; your accuracy directly reflects our business performance
Strategic daily engagement — this is not data entry; you are the first line of financial control and analysis
Part-time structure appeals to experienced professionals — ideal for senior bookkeepers seeking flexible US-based engagement
High-impact analysis — your weekly insights directly inform leadership decisions on spending and cash flow
Independent expertise — you work autonomously; leadership trusts your judgment on coding, reconciliation, and anomaly flagging
Quality over volume — 5 focused hours per week delivering expert-level work, not 20 hours of junior-level task completion

TO BE CONSIDERED:
1. A link to your resume
2. Application Assessment
Please answer the following question ( ---------- words). Your response will help us understand how you approach accuracy, problem-solving, and proactive communication.

Scenario:
You're reviewing daily transactions in QuickBooks and notice the following:

A credit card statement shows a $450 charge from "Office Supplies Co." that posted to QBO, but you cannot find a corresponding receipt in the CC expense tracking sheet or shared Google folder.
A Shopify deposit of $1,200 came in today, but when you break it out into sales, fees, and other components, the math doesn't match the previous week's pattern. This week shows much higher processing fees than usual.
You notice a credit card purchase of $2,100 to an unfamiliar vendor ("TechSoft Solutions Inc.") that appears to have been charged without going through the CC pre-approval form. When you check the expense sheet, there's no approval record for this purchase.
What would you do?

Which of these three items would you address first, and why?
Describe the specific steps you would take to resolve each issue
Who would you communicate with and what would you say?
How would you document your findings for leadership review?