E-commerce Finance & Accounting Specialist

## Summary We are looking for a reliable and proactive finance employee to manage the day-to-day financial operations of our e-commerce businesses. The role includes tracking invoices and payments, managing our accounts-payable Gmail inbox, maintaining QuickBooks, reconciling Wise, PayPal, banks and payment processors, tracking inventory, preparing financial reports, and potentially helping with cash-flow forecasting. This is not a role for someone who only follows SOPs. We need someone who takes ownership, notices problems, investigates discrepancies, and reports unexpected issues promptly. ## Responsibilities •⁠ ⁠Manage the accounts-payable Gmail inbox •⁠ ⁠Track vendor and contractor invoices •⁠ ⁠Organize invoices using Gmail labels •⁠ ⁠Record invoice amounts, currencies, due dates and payment status •⁠ ⁠Check for duplicate, incorrect or suspicious invoices •⁠ ⁠Prepare payments through Wise, PayPal and bank accounts •⁠ ⁠Track scheduled, completed, failed and overdue payments •⁠ ⁠Maintain accurate records in QuickBooks •⁠ ⁠Reconcile banks, credit cards, Wise, PayPal, Shopify and payment processors •⁠ ⁠Track Shopify sales, refunds, chargebacks, fees and payouts •⁠ ⁠Track payment-processor reserves, holds and delayed payouts •⁠ ⁠Track inventory levels and stock movements •⁠ ⁠Reconcile inventory records with Shopify, suppliers and warehouses •⁠ ⁠Track purchase orders, supplier deposits and incoming inventory •⁠ ⁠Maintain inventory valuation, COGS and landed-cost records •⁠ ⁠Track advertising, shipping, fulfilment, software and processing expenses •⁠ ⁠Prepare weekly and monthly financial reports •⁠ ⁠Report unpaid invoices, upcoming payments and cash requirements •⁠ ⁠Assist with cash-flow forecasting, budgeting and financial planning •⁠ ⁠Keep financial documents organized for accountants and tax filings ## Reporting You must promptly report unexpected issues such as: •⁠ ⁠Missing or duplicate invoices •⁠ ⁠Unusual charges •⁠ ⁠Changes to vendor payment details •⁠ ⁠Failed or delayed payments •⁠ ⁠Missing payouts •⁠ ⁠Reconciliation discrepancies •⁠ ⁠Processor reserves or account holds •⁠ ⁠Inventory shortages •⁠ ⁠Unexpected increases in costs •⁠ ⁠Suspicious transactions Your report should explain what happened, the financial impact, what you investigated, and your recommended next step. ## Requirements •⁠ ⁠Previous finance, bookkeeping or accounting experience •⁠ ⁠E-commerce or DTC experience •⁠ ⁠Strong QuickBooks knowledge •⁠ ⁠Experience with Wise, PayPal, Shopify and online banking •⁠ ⁠Strong spreadsheet skills •⁠ ⁠Understanding of inventory, COGS and reconciliations •⁠ ⁠Strong attention to detail •⁠ ⁠High initiative and independent problem-solving ability •⁠ ⁠Clear written English •⁠ ⁠Reliable communication and follow-through •⁠ ⁠Ability to handle sensitive financial information responsibly ## Security You may prepare payments, but final payment approval will remain with management. Any changes to vendor banking information must be independently verified before payment. ## To Apply Please include: 1.⁠ ⁠A summary of your e-commerce finance or bookkeeping experience 2.⁠ ⁠The software and payment platforms you have used 3.⁠ ⁠Your experience with QuickBooks, inventory and reconciliations 4.⁠ ⁠An example of a financial discrepancy you identified and resolved 5.⁠ ⁠Your MBTI type( https://www.16personalities.com/ )