Accounting and Operations Assistant

Summary

Join CleanBooks, a growing fractional CFO company, as an Accounting & Operations Assistant. You will support daily financial and operational tasks for diverse clients, requiring strong attention to detail and proficiency in QuickBooks and other tools. Responsibilities include ad tracking and reporting, contract management, sales and payroll reconciliation, daily QuickBooks management, accounts receivable management, expense and bill management, and sales receipt creation. The ideal candidate possesses a basic understanding of accounting principles, strong organizational skills, and excellent communication. Prior bookkeeping or accounting experience and familiarity with specific software platforms are preferred.

Requirements

• Basic understanding of accounting principles (credits, debits, accruals)
• Proficiency in QuickBooks and tools like Excel and Airtable
• Strong organizational skills and the ability to handle multiple daily tasks
• Excellent communication skills and the ability to ask questions when needed
• Detail-oriented mindset with a commitment to producing high-quality work

Responsibilities

• Review and tag media content across platforms like Sprout Social and similar tools
• Cross-check media details to ensure all required posts (e.g., LinkedIn, Facebook, Instagram) are completed for campaigns
• Escalate inconsistencies or missing information to the appropriate team members
• Review client contracts to verify alignment with sales team data
• Enter contract details into systems such as Airtable, QuickBooks, and Stripe, ensuring accuracy and completeness
• Perform weekly reconciliations for sales and payroll data from systems like Toast
• Prepare journal entries in QuickBooks for accurate financial reporting
• Ensure bank deposits match reported sales figures and resolve any discrepancies
• Categorize transactions based on established rules and guidelines
• Identify and flag unusual transactions while proposing potential solutions or improvements
• Manage AR tasks, including sending follow-up emails for outstanding invoices
• Track delayed invoicing tasks to ensure they are completed on schedule
• Categorize expenses in platforms like Ramp and process client bills efficiently
• Create sales receipts in QuickBooks for daily client payments received via Stripe

Preferred Qualifications

• Prior experience in bookkeeping, accounting, or financial operations
• Familiarity with software platforms like Ramp, Stripe, and other operational tools
• Experience working with clients in diverse industries (e.g., influencers, B2B services, restaurants)