Remote Bookkeeper

We run three related US companies and need one reliable bookkeeper to own the recurring accounting work across all of them. This is a long term, ongoing engagement, not a one-off cleanup project. The Businesses 1. A Florida professional services firm with four offices. This is the largest of the three and generates most of the work. 2. An early stage software company. Small, growing, limited transaction volume. No payroll, some reconciliations and one-off invoicing work. 3. A Virginia based equine boarding operation. Two employees, straightforward, low volume. Most payments and all payroll done automatically, one-off invoicing and reconciliation required. What You Would Own • Payroll: approximately 30 employees total, biweekly, across one entity. Payroll runs through ADP. You prepare, verify, and submit. You are not responsible for tax filings — our CPA handles those — but you are responsible for the numbers being right before they go out. • Invoicing: approximately 100 invoices per month, generated from job and timesheet data. Templated and software driven. • Reconciliations: monthly bank and credit card reconciliations for all three entities, plus month end close support. • AP and vendor management: entering bills, matching to POs and receipts, keeping vendor records clean, and preparing payment runs for our approval. • Monthly reporting package: a consistent month end package for each entity delivered on a fixed date. P&L, balance sheet, cash position, AR aging, and a short written note on anything that moved unexpectedly. • Occasional analysis: one-off requests like an office level P&L breakdown, a vendor spend summary, or a variance question. Not constant, but you should be comfortable when it comes up. Availability This is a dedicated role, not a shared one. We want the same person in our books every day, familiar enough with the businesses to notice when something is off. • Core hours are 9:00am to 5:00pm US Eastern, Monday through Friday. We expect you online and reachable during that window. • Response time to messages during core hours: within thirty minutes. • We do not expect nights or weekends. Days where invoices go out and payroll is run are busier days; most days are relatively slow. What We Are Looking For • 5+ years doing US small business bookkeeping. • Hands-on experience running US payroll for 25 or more employees. Tell us the platforms you have used and how many entities you handled at once. • Strong QuickBooks Online experience. ProAdvisor certification is a plus. • Comfortable with multi-state payroll, specifically the difference between state withholding and state unemployment obligations. • A quiet, dedicated workspace, a reliable computer, and a stable high-speed connection. This is non-negotiable — you will be in our financial systems daily. • Excellent written English. Most of our communication is asynchronous and in writing. What Actually Matters to Us Reliability over speed. We would rather you flag something you are unsure about than guess and move on. The last thing we want is a clean looking set of books that quietly diverged from reality three months ago. If you spot something that looks wrong, we want to hear about it. Rate and Terms Budget is up to $4,000 per month as a flat retainer for 40 hours per week, ongoing. We pay a fixed monthly amount rather than tracking hours because we are buying a dedicated, reliable person rather than a timesheet. How to Apply Answer the screening questions below. Please do not send a generic proposal — we will not read it. Applications from agencies bidding on behalf of an unnamed pool of staff will not be considered. We are hiring one person, and we want to know who that person is.