Part-Time Accounting & Finance Manager | QuickBooks Online | U.S. Service Businesses

Part-Time Accounting & Finance Manager
| QuickBooks Online | U.S. Service Businesses

We are looking for a long-term accounting and finance partner—not simply someone to enter transactions.
We operate multiple small U.S.-based consulting and marketing service businesses, each with separate QuickBooks Online books. Our transaction volume is relatively low, but we need an experienced person who can take ownership of the accounting function, keep the books accurate, manage routine financial operations, and proactively tell the owner what he needs to know.
If your approach is primarily categorizing bank-feed transactions and waiting for instructions, this is probably not the right role. If you naturally ask why an expense changed, notice an overdue invoice, question an unusual transaction, document recurring accounting rules, and can explain the financial picture to a busy business owner in a few minutes, we would like to hear from you.
WHAT YOU WILL OWN

• QuickBooks Online bookkeeping quality, account reconciliation, and proper coding across multiple entities
• Monthly close and accurate, tax-ready books
• Client invoicing and maintenance of the billing calendar
• Accounts receivable tracking and professional initial payment reminders
• Selected accounts payable and bill payment within agreed approval controls
• Weekly review of cash, receivables, upcoming bills, unusual expenses, and recurring subscriptions
• Identification of unused, duplicate, unnecessary, or unexpectedly increasing subscriptions and expenses
• Monthly management reporting with a concise explanation of what the owner actually needs to know
• Practical revenue and profitability reporting by client and service line
• Short-term cash forecasting
• Year-end preparation and coordination with our U.S. CPA/tax preparer
• Documentation and improvement of recurring finance processes

WHAT WE ARE LOOKING FOR

• Strong hands-on QuickBooks Online experience
• Experience independently managing reconciliations and month-end close
• Experience with U.S.-based businesses
• Consulting, marketing agency, professional-services, or similar client-based business experience strongly preferred
• Comfort working with multiple separate business entities
• Ability to build practical client-profitability reporting even when owner/partner time is not perfectly tracked
• Excellent written and spoken English
• Proactive judgment: raise your hand when something does not make sense
• Strong documentation habits so recurring instructions do not have to be repeatedly explained
• High integrity and respect for financial access and payment controls

WHAT THIS ROLE IS NOT
This is not a CFO position. It is also not a basic transaction-entry bookkeeping position. We are looking for someone between those levels: an experienced accounting professional who can run the books and financial operations while also providing useful management information. Our U.S. CPA will continue to handle tax preparation. Your responsibility includes making sure the books and supporting information are ready for them.
TIME COMMITMENT
This is intended to be a long-term relationship. We currently estimate the steady-state workload at approximately 30–35 hours per month. The first 90 days may require a different amount of time while you learn the businesses, review the existing books, complete any required cleanup, and establish the reporting processes. We care more about ownership and results than maximizing billable hours.
THE FIRST 90 DAYS

• Existing QuickBooks files reviewed, reconciled, and cleaned up where necessary
• Material historical accounting issues identified and resolved or documented
• Client billing calendar operating reliably
• AR tracking and initial reminder process operating
• Routine approved bill-payment process operating
• Weekly owner financial summary established
• Monthly close and management reporting established
• Subscription and recurring-expense audit completed
• Short-term cash outlook established
• Initial client/service profitability reporting established
• Year-end CPA-readiness process documented
• Recurring accounting procedures and rules documented

The ultimate measure of success is simple: the owner should learn about important financial issues from you before he has to discover them himself.

IMPORTANT:
ADDITIONAL REQUIREMENTS

• Must be available for a camera-on interview.
• Must attend weekly Zoom meetings with the camera on.
• Must be available to log in from 8:00 AM ET to 10:00 AM ET, Monday through Friday.
• Must actively monitor and clean inboxes, keeping email s organized and properly addressed.
• Must create and maintain a transaction tracker covering all financial transactions across the businesses.
• Submit a Video Introduction.