Remote Bookeeper

Here’s the corrected message with your name, Khairy Fiala, and all your business information.

Hi, my name is Khairy Fiala, and I'm representing #1 NY Beauty, a brick-and-mortar beauty supply store located in St. Petersburg, Florida, USA.

We're looking for an experienced, detail-oriented bookkeeper or financial operations specialist to help us organize and manage our business finances, vendor payments, expenses, and payment schedules.

Our main goal is to create an organized financial management system where we can easily track what needs to be paid, what has already been paid, what is coming up, and how much money our business needs to have available.

What we're looking for

1. Vendor Payment Management

We work with multiple vendors, each with different payment terms, balances, and due dates.

We need someone to organize these payments into a structured system that tracks:

• Vendor names and outstanding balances
• Payment amounts and due dates
• Weekly and monthly payment schedules
• Upcoming payments and overdue balances
• Completed, pending, and missed payments

2. Payment Calendar & Organization

We want a centralized calendar or dashboard showing all upcoming financial obligations.

For example, if five vendors are scheduled to withdraw payments on Monday, we want to know exactly how much each vendor is expected to withdraw.

If only four payments appear in our bank account, we want someone to identify the missing transaction, flag it, and follow up so nothing gets overlooked.

3. Weekly Bank Reconciliation

We would like someone to review our bank transactions at least once a week and compare them against our expected payment schedule.

This includes:

• Confirming scheduled payments were processed
• Identifying missing or unexpected withdrawals
• Matching transactions to vendors and invoices
• Updating payment statuses
• Flagging discrepancies or duplicate charges
• Keeping our financial records accurate and organized

4. Expense Tracking & Budgeting

We want a clear understanding of where our money is going.

We need all business expenses categorized and organized so we can easily review our weekly and monthly spending.

This should include vendor payments, operating expenses, recurring bills, payroll-related expenses, and other financial obligations.

5. Cash Flow Planning

We want to know how much money we need available each week to cover upcoming payments.

Ideally, we'd like a system that helps us anticipate expenses, maintain sufficient funds, and avoid unexpected financial pressure.

6. Financial Dashboard & Reporting

We would like an easy-to-understand dashboard, spreadsheet, or accounting system where management can quickly review:

• Total outstanding vendor balances
• Payments due this week and next week
• Completed and pending payments
• Weekly and monthly expenses
• Upcoming financial obligations
• Available funds versus scheduled expenses
• Budget tracking and cash flow projections

7. Ongoing Communication

We're looking for someone who can work closely with our management team, provide weekly updates, and notify us when payments are approaching, missing, overdue, or require attention.

Our Ideal Candidate

We're looking for someone experienced in bookkeeping, accounts payable, bank reconciliation, and financial organization.

Experience with QuickBooks, Xero, Google Sheets, Excel, or similar financial management tools would be beneficial.

We're open to recommendations regarding which system would work best for our business.

Our goal is to establish an organized, reliable system that allows us to focus on running the store while maintaining complete visibility and control over our financial obligations.

Please provide

1. Your experience managing vendor payments and business finances.
2. Examples of financial dashboards or payment tracking systems you've created.
3. Your recommended software or organizational system.
4. Your availability for weekly bank reconciliation and ongoing support.
5. Your pricing for initial setup and ongoing weekly or monthly management.

We're looking for a long-term working relationship with someone dependable, organized, and proactive.

Business Information

Business: #1 NY Beauty
Location: St. Petersburg, Florida, USA
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Contact: Khairy Fiala
Phone/WhatsApp: ---------- Country Code: +1 (United States)

We're open to working with qualified professionals internationally.

Thank you!