Experienced Bookkeeper / Accounting Specialist – E-Commerce, Inventory & QuickBooks

Job Description ********The person we interview and approve MUST be the person who will actually be working in our books. This is non-negotiable. We are not interested in interviewing with an agency owner, account manager, senior accountant, or other representative and then having our account handed off to another bookkeeper or team member after we hire. We want to interview the individual who will personally be in and out of our books and handling our account on a regular basis. That is the person we are hiring. If at any point another employee, contractor, assistant, subcontractor, or member of your team needs access to or will perform work in our accounting systems, you must disclose this to us in advance and receive our explicit approval BEFORE that person accesses or works in our books. There are no exceptions to this requirement.******* We are is a growing product-based business looking for an experienced, detail-oriented Bookkeeper / Accounting Specialist to manage and maintain our financial records. We sell through both online and wholesale channels and currently use QuickBooks, Shopify, SOS Inventory, and Faire. Because these systems are integrated, we are looking for someone who understands e-commerce and inventory-based accounting—not simply someone who enters transactions into QuickBooks. We need someone who can keep our books accurate, reconcile accounts, identify discrepancies, monitor A/R and A/P, help manage multi-state sales tax reporting, review inventory and COGS, and provide us with clear monthly and quarterly financial reporting. Responsibilities QuickBooks & Financial Management Maintain accurate and up-to-date QuickBooks records Apply and verify customer payments against outstanding invoices Ensure invoices and financial transactions are properly recorded Categorize expenses and review transactions for accuracy Reconcile bank accounts monthly Reconcile business credit cards monthly Identify and resolve duplicate, missing, or incorrectly categorized transactions Investigate discrepancies and bring anything requiring attention to management Accounts Receivable & Accounts Payable Monitor outstanding customer invoices Maintain accurate A/R records Provide A/R aging reports Identify overdue balances requiring follow-up Review and maintain A/P records and outstanding bills E-Commerce & Inventory Accounting Review financial information flowing between QuickBooks, Shopify, SOS Inventory, Faire, and other sales platforms Review transactions and financial data for discrepancies Identify issues involving sales, payments, invoices, Cost of Goods Sold and inventory values Communicate discrepancies or concerns to management This position is not responsible for duplicating operational inventory work or order processing already handled by other members of our team. Your responsibility is making sure the financial information flowing into QuickBooks is accurate and properly reconciled. Multi-State Sales Tax This is an important part of the position because we sell online into multiple U.S. states. Responsibilities include: Maintain awareness of the states in which we are registered to collect and remit sales tax Track each state's filing frequency—monthly, quarterly, or otherwise Maintain a calendar of upcoming sales-tax deadlines Prepare or compile information needed for sales-tax returns Provide accurate reporting showing tax collected and amounts due by applicable state Reconcile sales tax collected through Shopify and other applicable sales channels Identify discrepancies between sales tax collected, liability accounts, and amounts reported/remitted Alert management to upcoming deadlines or unusual sales-tax issues Maintain organized supporting records for filings Experience with multi-state U.S. sales tax for an e-commerce business is strongly preferred. Monthly Reporting We expect the following each month: Profit & Loss — current month and YTD Balance Sheet A/R Aging A/P Aging Sales and Gross Margin Summary Inventory value and discrepancy review Confirmation that bank and credit-card accounts are reconciled A short monthly accounting summary highlighting significant changes, unusual transactions, discrepancies between QuickBooks/SOS Inventory/Shopify, and anything requiring management attention Quarterly Reporting Quarterly P&L Quarterly Balance Sheet Sales and Gross Margin Analysis A/R and Collections Review Inventory Review Tax and Compliance Review Quarterly management summary identifying key observations, concerns, recommended actions, and anything requiring our attention These are reporting requirements from our existing accounting scope, not optional extras. Year-End CPA Support We need someone who keeps our books CPA-ready throughout the year, rather than waiting until tax time to clean everything up. At year-end, you will prepare an organized accounting package for our CPA that includes, as applicable: Final P&L Final Balance Sheet General Ledger A/R Aging A/P Aging Bank reconciliations Credit-card reconciliations Annual sales summaries Sales-tax summaries and supporting information Inventory valuation Cost of Goods Sold information Documentation of significant inventory adjustments Business expense records/supporting documentation 1099 and contractor payment information, when applicable Other reasonable financial documentation requested by our CPA You will also ensure accounts are reconciled before year-end close, resolve outstanding discrepancies, and work with management and our CPA when additional information is needed. You are not necessarily responsible for preparing our federal or state income-tax returns. Our primary expectation is that our books are accurate and organized and that our CPA receives a complete year-end financial package. Who We're Looking For You should have: Strong QuickBooks experience Experience bookkeeping for a product-based or e-commerce business Experience with inventory accounting and COGS Strong bank and credit-card reconciliation experience A/R and A/P experience Experience managing or supporting multi-state U.S. sales tax Ability to analyze financial information and spot discrepancies Excellent attention to detail and organization Strong written communication Ability to explain financial information clearly to a business owner Experience with Shopify, SOS Inventory, Faire, or similar systems is strongly preferred. Who We talk to is WHO WILL WORK.