Part-Time Senior Bookkeeper & Financial Operations Assistant(Remote)

About the Role

• The primary need is budget creation and budget management. The business currently does not have a formal budget process, and leadership wants someone who can help build a budget,track performance against that budget, and provide regular updates showing where the
• business stands financially.The ideal candidate will be comfortable preparing weekly, monthly, quarterly, and annual financial reports, explaining numbers clearly to non-accounting stakeholders, and proactively flagging financial trends, risks, or inconsistencies.
• Because this is a real estate business, experience with real estate workflows,commission-based revenue, agent reimbursements, brokerage-related financial tracking,or real estate accounting is strongly preferred.

Key Responsibilities

Budget Creation, Budget Management & Reporting

• Assist leadership in creating and maintaining a practical business budget.
• Track actual performance against the monthly budget.
• Prepare weekly reports showing how the business is performing against the budget for the current month.
• Support monthly, quarterly, and annual financial reporting.
• Help leadership understand whether proposed expenses, hires, investments, or new commitments are within budget.
• Provide clear financial visibility so the business is not relying on informal or reactive spending decisions.

QuickBooks Online Bookkeeping & Financial Management

• Maintain accurate day-to-day bookkeeping in QuickBooks Online.
• Review existing books and identify whether cleanup is needed.
• Ensure income, expenses, commissions, bonuses, payroll-related items, and owner/partner-related transactions are properly categorized.
• Maintain clean, organized, and audit-ready financial records.
• Replace and improve the current external bookkeeping workflow if the client moves forward.
• Ensure all books are current, accurate, and useful for management decision-making.

U.S. Tax Preparation Support

• Organize financial data and documentation for tax preparation.
• Support quarterly tax payment preparation for owner-partners where applicable.
• Help gather deductions and supporting documentation.
• Coordinate with U.S.-based tax preparers or accountants as needed.
• Prepare financial records in a format requested by tax professionals.
• Prior experience supporting U.S. tax preparation is strongly preferred.

Invoicing & Agent Expense Reimbursement

• Support invoicing for agent-related expenses where appropriate.
• Help track expenses that should be passed through to agents, such as upgraded photography packages or listing-related costs.
• Assist with workflows where the company pays an expense upfront and later invoices the agent or deducts the amount from commission splits.
• Maintain documentation of agent reimbursements, deductions, and expense allocations.
• Support future invoicing needs related to new developments or expanded business activity.

Reconciliations & Expense Tracking

• Reconcile bank, debit card, and credit card transactions.
• Investigate uncategorized, duplicate, missing, or mismatched transactions.
• Ensure receipts and supporting documentation are properly organized.
• Maintain clean records in QuickBooks Online and Google Drive.
• Track expenses by category, business unit, partner, or agent as needed.

Bill Pay, Payroll & Payables Support

• Assist with bill pay processes.
• Maintain payment schedules and vendor records.
• Support payroll-related tracking and coordination as needed.
• Ensure bills, recurring payments, and vendor obligations are organized and visible.
• Help prevent missed payments, duplicate payments, or unclear expense ownership.

Real Estate Commission & Revenue Tracking

• Help track income received from brokerage-related transactions.
• Support categorization of revenue tied to commissions, bonuses, salary, and other compensation structures.
• Assist in organizing financial data where incoming brokerage payments do not clearly match outgoing allocations.
• Work with leadership to improve clarity around real estate revenue streams.
• Use available transaction and financial data to support more accurate financial projections.

Financial Reporting

• Prepare and deliver regular financial reports, including:
• Profit & Loss statements
• Balance Sheet summaries
• Cash flow visibility
• Budget vs. actual reports
• Monthly and quarterly performance summaries
• Present financial information in a clear, simple format for non-accounting stakeholders.
• Proactively flag financial trends, risks, inconsistencies, or unusual transactions.
• Help leadership make better decisions using accurate, timely financial data.

Requirements

Required Qualifications

• 3 + years of bookkeeping, accounting, or financial operations experience.
• Strong proficiency in QuickBooks Online.
• Experience supporting U.S.-based clients or companies.
• Strong understanding of bookkeeping and accounting fundamentals.
• Ability to prepare and explain Profit & Loss statements, Balance Sheet summaries,and budget vs. actual reports.
• Experience with bank, debit card, and credit card reconciliations.
• Strong Excel / Google Sheets skills.
• Comfortable working in Google Workspace / Google Suite.
• Excellent written and spoken English.
• Strong attention to detail and accuracy.
• Ability to work independently in a remote environment.
• Strong organizational skills and ability to manage documentation.
• Comfortable communicating with U.S.-based leadership.
• Ability to handle confidential financial information with integrity.
• Willingness to support bookkeeping, financial operations, reporting, and related documentation tasks.

Preferred Qualifications

• CPA, ACCA, or equivalent accounting certification preferred.
• Prior experience with U.S. tax preparation, quarterly tax support, or tax filing workflows.
• Experience preparing financial records for U.S.-based tax preparers.
• Experience supporting real estate, brokerage, property, or commission-based businesses.
• Experience with invoicing, agent reimbursements, or commission-related expense tracking.
• Experience supporting small business owners, partnerships, or owner-operated companies.
• Comfort using AI tools to improve reporting, documentation, checklists, and workflow efficiency.
• Strong financial communication skills and the ability to explain numbers clearly.

Tools & Systems

Candidates should be comfortable using or learning:

• QuickBooks Online
• Google Workspace / Google Drive
• Google Sheets / Microsoft Excel
• Email, calendar, and remote communication tools
• AI tools for workflow support, documentation, summaries, and reporting

Work Style & Personal Attributes

The ideal candidate is:

• Proactive — does not wait to be told every next step.
• Financially confident — can speak clearly about numbers, budgets, and reports.
• Detail-oriented — enjoys reconciling, organizing, and making financial records clean.
• Practical — can translate accounting data into useful business insight.
• Trustworthy — handles sensitive financial information with discretion.
• Organized — maintains clean files, clear notes, and repeatable processes.
• Communicative — provides regular updates and flags issues early.
• Flexible — comfortable supporting bookkeeping first, with related financial operations tasks as needed.
• Tech-savvy — able to learn financial systems, reporting tools, and workflow processes.

Equipment Requirements

• Personal laptop or desktop computer.
• Reliable high-speed internet connection 100 Mbps.
• High-quality headset.
• Quiet, professional remote workspace.
• Phone access for occasional calls, if required by the client.