U.S. Bookkeeper & Payroll Administrator

About the Role

Clickbait Agency is looking for a detail-oriented and reliable Bookkeeper & Payroll Administrator to manage our internal bookkeeping, employee payroll, payment records, and monthly financial reporting.

As a U.S.-based agency with a remote international team, we need someone with a strong understanding of American bookkeeping practices, payroll administration, and financial recordkeeping. You will be responsible for ensuring employees are paid accurately, payments are properly documented, and our financial records remain organized and up to date.

This role requires someone who can work independently, handle financial information confidentially, and take ownership of the company's day-to-day bookkeeping and payroll processes.

Key Responsibilities

1. Payroll & Employee Payments

Calculate and process employee and contractor payments accurately and on time.

Use our time-tracking platform to verify hours worked, review timesheets, and reconcile tracked hours against agreed salaries or hourly rates.

Maintain detailed records of how much each employee or contractor has been paid, including payment dates, outstanding amounts, and payment status.

Track salaries, bonuses, approved overtime, and other applicable compensation.

Identify discrepancies between tracked hours, agreed compensation, and payment records.

Maintain an organized payroll schedule and ensure payments are processed according to company policy.

Coordinate payment documentation and resolve payroll discrepancies when they arise.

2. U.S. Bookkeeping & Accounting

Maintain accurate and up-to-date financial records using appropriate bookkeeping software.

Record and categorize company income, expenses, payroll, contractor payments, and other transactions.

Reconcile bank accounts, credit card transactions, and payment processor activity.

Track accounts receivable, outstanding client invoices, accounts payable, and upcoming expenses.

Maintain accurate records of invoices, receipts, bills, and other financial documents.

Ensure transactions are properly categorized and supported by documentation.

3. Monthly Financial Reporting

Prepare a monthly profit and loss (P&L) statement.

Track monthly revenue, operating expenses, payroll costs, contractor costs, and overall profitability.

Prepare monthly summaries of cash inflows, cash outflows, and outstanding payments.

Track client payments received versus invoices outstanding.

Monitor upcoming financial obligations and flag potential cash flow issues.

Provide clear, accurate financial reports that management can use to make business decisions.

Identify unusual expenses, discrepancies, and significant changes in costs or profitability.

4. U.S. Payroll Compliance & Tax Documentation

Understand U.S. payroll requirements and applicable federal, state, and local regulations.

Maintain accurate payroll records and support applicable payroll tax reporting and filings.

Understand the distinction between employees and independent contractors and maintain appropriate documentation for each.

Assist with contractor tax documentation, including W-9s and applicable W-8 forms for foreign contractors.

Coordinate with the company's tax professional or CPA when specialized tax advice, filings, or compliance support is required.

Maintain confidentiality and ensure financial records are handled securely.

5. Financial Administration & Process Improvement

Keep financial spreadsheets, bookkeeping systems, and payment trackers accurate and organized.

Maintain a clear record of employee compensation, payment history, and outstanding liabilities.

Help establish and improve internal bookkeeping, payroll, and financial reporting procedures.

Ensure financial documents are stored in an organized and accessible manner.

Communicate payment issues, missing documentation, and financial discrepancies proactively to management.

Requirements

Proven experience in U.S. bookkeeping, accounting, payroll administration, or a similar financial operations role.

Strong understanding of U.S. bookkeeping practices and financial recordkeeping.

Experience calculating and processing payroll for employees and/or independent contractors.

Experience reconciling time-tracking records with payroll or contractor payments.

Ability to prepare monthly profit and loss statements and basic financial reports.

Experience reconciling bank accounts, categorizing transactions, and tracking receivables and payables.

Familiarity with U.S. payroll compliance and contractor documentation.

Strong Excel or Google Sheets skills.

High attention to detail, accuracy, organization, and confidentiality.

Ability to manage recurring deadlines and work independently in a remote environment.

Excellent written communication and problem-solving skills.

Preferred Qualifications

Experience working with a U.S.-registered LLC or other U.S.-based business.

Familiarity with QuickBooks Online, Xero, Gusto, or similar accounting and payroll platforms.

Experience supporting a remote team with international employees and contractors.

Experience with time-tracking platforms such as Hubstaff or similar tools.

Experience working with multiple currencies and international contractor payments.

Experience coordinating with external accountants or CPAs.

What Success Looks Like

Employees and contractors are paid accurately and on schedule.

Every payment is properly recorded and can be traced back to the relevant employee, contractor, invoice, or payroll period.

Time-tracking records and payment records are consistently reconciled.

Monthly bookkeeping is complete and accurate.

Management receives a clear monthly P&L and financial overview.

Outstanding client invoices, upcoming expenses, and payment obligations are tracked proactively.

Financial records are organized, reliable, and ready for review by management or the company's CPA.

How to Apply

Please submit your application with the following information:

1. A brief introduction outlining your bookkeeping and payroll experience.

2. Your experience working with U.S.-based companies and U.S. accounting practices.

3. The accounting and payroll software you have used.

4. An example of the monthly financial reports or P&L statements you have prepared, with confidential information removed.

5. Your expected monthly compensation and availability.

We are looking for someone dependable who can take ownership of this function and help keep our company's financial operations accurate, organized, and running smoothly.