Bookkeeper

About the Role
Our client is a compliance consulting and internal audit firm. They implement international management system standards and run internal audits for companies in electronics recycling, IT asset disposition, and manufacturing across North America. Their clients use that work to prepare for and hold third-party certifications. The team is small and senior, and they hold their own operations to the same standard they hold their clients to: documented, repeatable, and not dependent on one person's memory. They are looking for a Bookkeeper to own the day to day accuracy of their financial records — transaction processing, coding, reconciliation, and the disciplined execution of the payables, receivables, and payroll cycles.

This role carries more weight than the title usually implies. Most bookkeeping roles are volume roles. This one is a judgment role with volume attached. Multi-phase engagements bill on milestones, subcontractor invoices have to be matched against agreed rates before anything moves, and expense submissions get checked against policy rather than waved through. The hard part is not entering the transaction, it is knowing where it belongs and saying so when you are not sure.

Expect 25 to 30 hours a week during onboarding and training, settling to around 20 once you are running the cycle independently. Hours grow from there: transaction volume is rising, the second company is just launching, and the more of the repetitive work you systematise and take on, the faster the role moves toward full time.

You would support two companies under the same ownership. The second is newly launching as an extension of the services the first provides, which means you will be setting up its finance processes rather than inheriting them, and keeping the records for the two entities cleanly separated as it grows.

Some context on what it is like to work here. The team is small and growing, and there is no finance department behind you. You will report directly to the Managing Director with no layer in between, and the volume of transactions is rising as both companies grow. Priorities move and several things run at once, but the finance cycle still has to close on time and correctly every month. Holding both of those at once is the job.

The business is also part way through replacing a stack of spreadsheets, email threads, and automations with custom software. A meaningful part of this role is learning how the finance processes work today, documenting them properly, and automating the parts that should not need a person at all. We want someone who reaches for a system before they reach for a repetitive workaround.

What You'll Own

Accounts Payable and Contractor Payment

Process vendor bills daily, coding each to the correct account, customer, class, and billable flag in QuickBooks Online
Match subcontractor invoices against project records, agreed rates, and time tracking before anything is queued for payment
Review contractor expense submissions against the travel and expense policy, and flag exceptions rather than processing them
Prepare the semi-monthly payment run and produce the run summary for approval
Maintain vendor records, W-9s, and the onboarding documentation set

Billing and Accounts Receivable

Run the monthly invoicing cycle from time tracking into QuickBooks, ensuring every completed engagement is billed accurately and completely, including recoverable expenses
Apply milestone and deposit billing terms correctly for multi-phase engagements
Maintain the collections log on a weekly cycle: refresh status, issue past-due notices, and track follow-up dates
Report debtor ageing and escalate anything past the defined threshold rather than carrying it quietly

Reconciliation and Record Integrity

Perform monthly bank, credit card, and inter-system reconciliations on the defined cycle
Investigate and resolve reconciling items rather than carrying them forward
Maintain expense categorization consistency and flag coding that does not fit the existing chart of accounts
Prepare the month-end close file and supporting schedules for review

Payroll and Statutory Support

Own the payroll change cycle: enter approved new hires, approved terminations, and approved rate or salary changes into the payroll system
Verify that every approved change has been entered before the cutoff, and prepare the payroll change summary for review
Prepare the monthly payroll run, ensuring deductions, classifications, and filings are correct and on time. (Approval of the underlying changes, review of the change report, and final approval and submission of payroll all sit with the Managing Director.)
Maintain a clean distinction between payroll and contractor payment per engagement classification
Prepare annual contractor tax forms
Assemble the underlying numbers for state tax filings, workers' compensation premium audits, and annual insurance renewals

You prepare and support these. You do not own the filing decision or the external relationships.

Systems, Documentation and Automation

Run each finance process manually and correctly before proposing to change it
Write and update the procedure for every recurring task you own, flagging what is missing, outdated, or wrong
Build automations and AI-assisted workflows for the repetitive, rules-based work, and store them in a form the company owns rather than locked inside one platform
Quality check automated output on a defined cycle rather than assuming it stays correct
Support the migration of finance data and workflows into the new operating platform, and own the approval steps it routes to a person
Keep a running log of every task you are asked to do and every question you had to ask to complete it
Report monthly on which tasks were automated and how many hours of manual work that removed

What You Bring

Six or more years of hands-on bookkeeping experience, ideally in a professional or technical services environment
Demonstrable QuickBooks Online experience: coding, reconciling, invoicing, and closing. Not familiarity — this has been your actual job.
Accuracy under volume, and the discipline to resolve a reconciling item rather than carry it
The judgment to reason about where a transaction belongs, and the honesty to say "I am not sure about this one" instead of guessing
Real working use of AI tools. You should be able to describe a specific repetitive task you handed to an AI tool, which tool you used, how you set it up, and how you verify the output.
Experience building or maintaining a workflow or automation in any tool, or clear evidence you look for the systemic fix rather than repeating the workaround
Strong written English
Ability to record your screen and narrate what you are doing clearly

Strong advantages

CPA, or an equivalent national professional accountancy qualification
A degree in accounting, finance, or a related field
Experience maintaining books for more than one entity under common ownership
Experience with time tracking systems, relational database tools, expense and card management platforms, payroll providers, or workflow automation platforms
Experience through a finance system migration or accounting software implementation
Exposure to a regulated, audited, or ISO-certified environment
Experience supporting a US-based firm

How Success Is Measured

100% of completed engagements invoiced within the defined period
Debtor days within agreed target
100% of reconciliations completed on cycle, with no unresolved items carried forward
Month-end close file delivered within the agreed timetable
Zero payments released against unmatched or unverified documentation
Coding accuracy verified on review sample
A written procedure exists for every recurring task in the role, and each one is reviewed and updated on a defined cycle rather than written once and left
Procedures updated promptly as processes change, including the full rewrite required when the new platform replaces a manual workflow
Both entities closed cleanly and separately, with no cross-coding between them
Documented reduction in manual hours through automation, reported monthly

How to Apply
Complete our application form here: ----------

It takes about ten minutes. To confirm you have read this posting in full, include the code BK-2026-READ where the application asks for it. We will respond to every applicant who completes the form.