Key Responsibilities
1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.
8. 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.
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