Accounting & Operations Assistant

Overview

This part-time independent contractor role supports monthly accounting and client operations for a fully remote team that builds and maintains websites for clients across the country.

You will manage the monthly QuickBooks cycle, handle client invoicing and collections support, file Washington B&O and sales tax returns, and assist with client communication, scheduling, and day-to-day client account administration.

Work is heavier from February through May and lighter before and after. Availability is required during Pacific or Central business hours.

Responsibilities

• Complete the monthly QuickBooks Online cycle accurately and on time
• Enter Stripe sales receipts in QuickBooks Online and build matching deposits, with sales tax allocated by state
• Apply incoming check and ACH payments against open invoices
• Categorize transactions across company bank and card accounts
• File the monthly Washington B&O and sales tax return
• Invoice project phases against signed statements of work
• Prepare client block time reports and accompanying invoices
• Submit invoices into a client procurement portal
• Send reminders on overdue invoices and escalate items needing a decision
• Set up billing for new clients in Stripe and QuickBooks
• Maintain a shared inbox: use an established label system and route incoming requests to the correct team member
• Answer routine client emails (invoice copies, payment method updates, and plan questions)
• Schedule meetings across multiple team calendars and send calendar invites
• Coordinate leadership calendars as needed
• Pull time reports from EverHour and work day-to-day in ClickUp

This role does not include payroll, bank reconciliations, company credit card access, or any WordPress or development work.

Requirements

• Hands-on QuickBooks Online experience, including sales receipts, deposits, undeposited funds, and bank feed categorization
• Working understanding of multi-state sales tax, or the ability to learn it quickly with support
• Excellent written communication skills; this is a client-facing position
• Comfort using AI tools in daily work
• Ability to independently manage recurring monthly deadlines
• Availability during Pacific or Central business hours

Preferred Qualifications

• Bookkeeping for a small business or agency where you managed the full monthly cycle
• Interest in financial reporting and improving bookkeeping processes over time
• Experience with Stripe
• Experience with ClickUp, Airtable, EverHour, or comparable tools
• Experience submitting invoices through a customer procurement portal such as Ariba or Coupa
• Experience in an agency environment

Compensation & Benefits

• Part-time independent contractor position

Location

• Fully remote
• Availability required during Pacific or Central business hours

Application Instructions

Submit ALL of the following through the organization’s application form (do not submit through Indeed or LinkedIn):

• Your resume as a PDF
• A short cover letter
• A 3 to 5 minute video recording that includes:
  • A monthly close you owned from start to finish: what was in it, and what you did the last time something did not tie out
  • How you would record a scenario in QuickBooks where a payment processor deposits one lump sum representing about ten separate customer payments (minus a processing fee). Explain how you make the deposit match the bank and mark each customer’s subscription paid.
  • What AI tools you use in your work, and what you use them for
  • Your available hours and time zone
  • What excites you about this role

Incomplete applications will not be considered.