Operational Bookkeeper

Overview

This role involves supporting a tax and business solutions firm’s day-to-day financial and administrative operations as an Operational Bookkeeper. Responsibilities include maintaining accurate financial records, processing transactions, managing client documentation, supporting tax-related workflows, monitoring accounts receivable, and preparing operational reports.

Responsibilities

Bookkeeping & Financial Transactions

• Enter, organize, and maintain financial transactions, receipts, invoices, and bills accurately.
• Create and enter bills and invoices into QuickBooks or other applicable accounting systems.
• Process and record payments while ensuring transactions are properly categorized.
• Reconcile bank and financial account statements and identify discrepancies.
• Monitor financial records for accuracy and completeness.
• Maintain organized digital financial records and documentation.
• Assist with month-end bookkeeping and financial reporting processes.
• Research and resolve discrepancies related to billing, payments, and financial transactions.
• Prepare ad hoc financial reports using QuickBooks, Excel, Google Sheets, or other applicable tools.
• Support accounts receivable by monitoring outstanding balances and following up on past-due invoices.

Tax Document & Client Intake Support

• Collect, organize, and maintain tax documents received from clients.
• Review incoming documentation for completeness and follow up on missing or outstanding items.
• Collect prior-year tax returns, intake forms, and other required client documentation.
• Assist with the firm’s welcome-packet and client onboarding processes.
• Maintain accurate client records and ensure documentation is properly organized within the firm’s systems.
• Enter relevant client and tax information accurately into tax preparation software.
• Support the tax team by ensuring required information and documentation are available when needed.
• Maintain confidentiality and appropriately handle sensitive client financial and tax information.

Engagement & Client Workflow Management

• Prepare, send, and track engagement letters and electronic signatures.
• Set up and maintain client portals.
• Monitor outstanding e-signatures and follow up as needed.
• Manage and track client onboarding activities from initial intake through completion.
• Maintain accurate workflow and task statuses within the firm’s practice-management system.
• Move jobs through workflow stages and update deadlines, dates, and task statuses.
• Monitor workflow queues to help ensure assignments remain on schedule.
• Coordinate with tax professionals, accountants, and administrative team members to ensure timely completion of client-related tasks.
• Identify workflow delays or missing information and communicate them to the appropriate team member.

Accounts Receivable & Billing Support

• Monitor accounts receivable and outstanding client balances.
• Conduct professional follow-ups regarding past-due invoices.
• Maintain accurate records of outstanding balances and payment activity.
• Assist with resolving billing and payment questions.
• Communicate with internal team members regarding client billing status and outstanding items.
• Support the team with maintaining accurate billing records and documentation.

Operational & Management Reporting

• Prepare recurring and ad hoc management reports for the executive team.
• Track operational metrics and team activity as requested.
• Generate reports related to team member productivity and workflow activity, including:
  • Number of phone calls handled by team members.
  • Number of tax returns sent to clients.
  • Number of tax returns or jobs whose status was changed.
  • Workflow and task completion metrics.
  • Other operational KPIs requested by management.
• Maintain accurate reporting data and identify inconsistencies before reports are submitted.
• Assist leadership with gathering and organizing information needed for operational decision-making.

Administrative & Operational Support

• Provide cross-functional administrative and operational support to the tax and accounting teams.
• Monitor shared email inboxes and organize incoming receipts, documents, and client correspondence.
• Maintain organized digital files and documentation within Google Drive and other systems.
• Assist with identifying and resolving administrative or workflow issues.
• Communicate clearly with internal team members regarding deadlines, missing information, and outstanding tasks.
• Assist with improving and documenting internal processes as systems and workflows evolve.
• Perform other operational and administrative tasks as needed.

Compliance & Confidentiality

• Maintain strict confidentiality when handling client financial, tax, and personal information.
• Follow company policies and established procedures for handling financial and client documentation.
• Ensure records are complete, accurate, and properly maintained.
• Follow applicable accounting, tax-office, and data-handling procedures.
• Maintain organized documentation for internal reviews and audits when applicable.

Requirements

• Excellent written and verbal English skills.
• Ability to communicate with clients, team members, and leadership through email, phone, messaging platforms, and other communication channels.
• Proven experience as a bookkeeper, accounting assistant, tax administrative assistant, or similar role.
• Experience working in an accounting, tax preparation, bookkeeping, or professional services environment preferred.
• Strong understanding of bookkeeping and basic accounting principles.
• Proficiency with accounting software, particularly QuickBooks.
• Experience with Excel and/or Google Sheets.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Strong problem-solving and critical-thinking skills.
• Ability to work independently with minimal supervision.
• Ability to handle confidential financial and client information with discretion.
• Tech-savvy and able to learn new software and systems quickly.
• Strong follow-through and accountability for assigned tasks.

Preferred Qualifications

• Previous experience working for a CPA firm, accounting firm, tax preparation firm, or bookkeeping company.
• Experience with tax preparation software.
• Experience with practice-management or accounting workflow systems.
• Experience managing client portals and electronic signatures.
• Experience with accounts receivable and collections follow-up.
• Familiarity with tax return preparation workflows and client intake processes.
• General understanding of U.S. tax preparation processes and terminology.
• Experience preparing management and operational reports.
• Experience working in a fast-paced professional services environment.

Compensation & Benefits

• Competitive salary.
• 100% remote work.
• Paid time off (standard leave entitlements for vacation and sick leave).
• HMO coverage: company-provided HMO plan providing access to medical services via accredited hospitals and clinics under a Health Maintenance Organization.

Location

• 100% remote.

Technology & Internet Requirements

• Internet speed minimum 30mbps: needs to be Wired (buy a dongle if no LAN port).
• Processor: i5 11th Gen or higher.
• Operating system: Windows 11 / MacOS Catalina or higher.
• Minimum RAM: 8 GB.
• Private and quiet dedicated home office area (no roosters, dogs, children’s noises in the background).
• Back-ups in case of power or internet provider interruptions.
• Good headset and webcam (preferably noise-canceling headset).