Staffing Agency Bookkeeping Specialist

We are a professional event staffing agency currently in the startup and growth phase, providing exceptional hospitality and event professionals for corporate events, luxury hospitality, promotional activations, private events, conventions, and special events. As we continue to grow, we are seeking an experienced, dependable, and detail-oriented Bookkeeper who can help establish strong financial systems, maintain accurate records, and support the financial health of the business. We are looking for someone who values organization, accuracy, accountability, and continuous improvement. This is an opportunity to grow with the company and become a trusted financial resource as we expand our operations. Position Overview The Bookkeeper will oversee the day-to-day financial operations of the company while ensuring accurate bookkeeping, timely financial reporting, organized documentation, and efficient financial processes. The ideal candidate is proactive, highly organized, experienced with QuickBooks Online, and capable of managing multiple financial responsibilities with minimal supervision. Primary Responsibilities Bookkeeping & Financial Management Maintain accurate and current financial records using QuickBooks Online. Record all company income, expenses, and financial transactions. Reconcile bank accounts and company credit cards. Maintain the general ledger. Maintain a running log of executive expenditures that are not billable to clients. Organize accounting records and supporting financial documentation. Prepare monthly Profit & Loss (P&L), Balance Sheet, and Cash Flow reports. Assist with month-end and year-end closing activities. Accounts Receivable Prepare and issue client quotes and invoices. Verify completed event timesheets and approved work orders prior to invoicing. Reconcile billable staff hours to ensure accurate client billing. Record incoming client payments. Monitor outstanding invoices and follow up on past-due accounts. Track client deposits, retainers, credits, and final balances. Prepare Accounts Receivable Aging Reports. Accounts Payable Process approved vendor payments. Pay company credit card balances and business loan payments by scheduled due dates. Organize and maintain all purchase receipts, invoices, and financial records. Maintain vendor records, including completed W-9 forms and payment information. Prepare Accounts Payable Aging Reports. Contractor Payments & Payroll Administration Add new staff and independent contractors to QuickBooks. Send onboarding email requests to new hires for completion of required tax and payment documentation. Collect, review, and maintain W-9 forms. Maintain the company staff payment log. Record staff earnings for each pay period. Verify approved event hours before processing payments. Audit contractor payments against approved event rosters and timesheets to ensure payment accuracy. Process and issue staff payments accurately and on schedule. Record commissions, bonuses, and profit-sharing distributions. Prepare payroll summary reports. Prepare and distribute annual IRS Form 1099s to eligible independent contractors. Event Financial Management Track revenue and expenses by event, client, and project. Monitor labor costs for each event. Prepare event profitability reports. Prepare client profitability reports. Identify events that exceed labor budgets and notify management. Financial Reporting & Compliance Maintain organized digital and physical financial records. Prepare monthly revenue and expense reports. Assist with budgeting and financial planning. Monitor company cash flow and prepare weekly cash flow summaries. Prepare financial records and supporting documentation for the company's CPA. Track annual vendor payments for tax reporting purposes. Maintain confidentiality of all financial and company information. Financial Controls & Process Improvement Review financial transactions for discrepancies and duplicate charges. Identify unusual expenses or budget variances for management review. Maintain organized accounting files and payment records. Recommend improvements to bookkeeping procedures and internal financial controls. Assist in developing financial workflows that improve efficiency and accuracy. Preferred Qualifications Minimum of three (3) years of bookkeeping experience. Experience with QuickBooks Online is required. Experience supporting staffing agencies, hospitality companies, or other service-based businesses is preferred. Strong understanding of accounts payable, accounts receivable, contractor payments, and financial reporting. Experience preparing and issuing IRS Form 1099s. Advanced proficiency in Microsoft Excel and Google Sheets. Strong analytical, organizational, and problem-solving skills. Excellent written and verbal communication skills. High attention to detail and commitment to accuracy. Ability to maintain confidentiality and exercise sound financial judgment. What We're Looking For We're looking for more than someone to maintain our books. We want a trusted financial partner who is proactive, dependable, and committed to helping us build a solid financial foundation. The ideal candidate will take ownership of their responsibilities, identify opportunities to improve processes, and provide timely, accurate financial information that supports informed business decisions. Opportunity for Growth Because we are in the startup phase, this position offers the opportunity to grow alongside the company. As our operations expand, the successful candidate may assume greater responsibility in financial management, budgeting, reporting, and operational planning. We value initiative, integrity, and long-term commitment, and we look forward to building a lasting professional relationship with the right individual.