Role Overview

Our client is looking for a detail-oriented and proactive Bookkeeper & Finance Coordinator to manage monthly contractor billing, client invoicing, and financial operations. This role ensures accurate financial tracking across engagements and supports end-to-end bookkeeping and coordination tasks vital to smooth service delivery.

Responsibilities

• Contractor Timesheet Validation & Payouts

  • Reconcile contractor hours logged via Hubstaff and cross-validate against project allocations.

  • Flag discrepancies or overages, escalate to leadership when needed.

  • Prepare and process monthly payments to 1099 contractors based on approved time & materials (T&M), milestone, or outcome-based contracts.
    
    

• Client Invoicing & Accounts Receivable (AR)

  • Prepare draft invoices based on reconciled contractor hours and send to internal Engagement Manager for review and approval.

  • Finalize and send invoices to clients; ensure all support documentation is attached.

  • Follow up with clients on overdue payments, maintain AR tracking, and escalate as needed.
    
    

• Month-End Financial Close (QuickBooks Online)

  • Match and categorize bank and credit card transactions.

  • Perform monthly reconciliations for bank accounts and credit cards.

  • Ensure accrual-based revenue and expense recording.

  • Generate and validate P&L, Balance Sheet, and Cash Flow statements.

  • Update monthly budget projections, including Revenue, COGS, and Commissions.
    
    

• Financial Operations & Administration

  • Maintain accurate records of SOWs, NDAs, and contracts.

  • Handle contractor onboarding/offboarding, ensuring documentation is collected and credentials managed.

  • Monitor virtual mailbox and manage inbound documents appropriately.

  • Manage finance mailbox and respond to or route items as needed.

  • Prepare for bi-monthly payroll, ensuring California compliance and adequate cash on hand.
    
    

Requirements

• Advanced English skills, both written and spoken.

• Currently living in Latin America.

• 3-5 years bookkeeping/accounting experience, ideally in professional services or agency-style businesses.

• Strong QuickBooks Online expertise.

• Familiarity with Hubstaff or similar timesheet software.

• Solid understanding of accrual accounting.

• Ability to manage multiple vendor/client timelines and meet strict month-end close deadlines.

• Prior experience working with fractional teams or distributed contractors a plus.
  
  

Traits That Will Make You Successful

• Impeccable attention to detail and self-accountability.

• Operational mindset - thinks in terms of workflows, not just tasks.

• Strong written communication skills; comfortable sending professional emails to clients.

• Trustworthy with sensitive financial data.