Bookkeeper & Administrative Financial Coordinator (US Accounting)
- AB7 Solutions
- 2 - 7 years
- Mohali, Chandigarh
- 1 month ago
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Job Description
Job Description for Bookkeeper & Administrative Coordinator
Job Profile
- Position: Bookkeeper & Administrative Financial Coordinator
- Location: Remote (100%)
- Job Mode: Full-time, Remote
- Salary: Competitive, commensurate with experience
- Notice Period: Immediate Joiners Preferred
Job Responsibilities
Financial & Bookkeeping Responsibilities:
- Maintain accurate, up-to-date financial records using cloud-based accounting software (e.g., QuickBooks Online, Xero).
- Record all financial transactions, including income, expenses, reimbursements, and inter-business transfers.
- Reconcile bank statements, credit card accounts, and merchant accounts on a regular basis.
- Ensure accurate categorization of all expenditures and income, and track business assets, depreciation schedules, and loan amortizations.
- Generate and send customer invoices promptly; manage recurring invoices, automated reminders, and client payment follow-up.
- Track outstanding receivables, generate regular reports for leadership, and initiate collection procedures for overdue accounts.
- Organize all financial data in audit-ready format for CPA or tax preparer; maintain digital and physical records for receipts, vendor W-9s, 1099 tracking, and business expense documentation.
- Prepare comprehensive profit and loss statements, balance sheets, and general ledgers on a regular basis.
- Coordinate directly with external tax professionals as needed to ensure compliance and readiness for tax filings.
- Maintain structured digital filing systems for financial documentation, contracts, subscriptions, and recurring bills.
- Track and process vendor payments, manage recurring billing schedules, and assist with payroll document preparation.
- Ensure financial policies, SOPs, and workflows are clearly documented and consistently followed.
- Monitor inventory and purchase records to support budget oversight.
- Deliver regular reporting on financial health, cash flow, and key metrics; identify discrepancies or inefficiencies and offer solutions to improve financial clarity.
- Provide summaries of spending patterns, income streams, and invoice collections to support informed decision-making.
- Performs other related duties as assigned.
Administrative Responsibilities (Remote-Based):
- Manage digital communication and scheduling for finance-related meetings, including calendar invites, Zoom/Google Meet links, and agenda coordination.
- Support virtual onboarding of vendors or new team members by managing digital paperwork, setting up accounts, and coordinating initial documentation.
- Organize and maintain cloud-based filing systems for contracts, SOPs, licenses, subscriptions, and compliance documents using tools like Google Drive or Dropbox.
- Track and manage renewals of business registrations, licenses, software subscriptions, and vendor agreements to ensure continuity and compliance.
- Assist with internal documentation by drafting, formatting, and updating SOPs, administrative templates, and process manuals.
- Monitor task lists and reminders using project management tools (e.g., Asana, Trello, ClickUp) to support operational follow-through.
- Coordinate cross-time-zone communications, ensuring messages, updates, and follow-ups are documented and addressed promptly.
- Support basic HR administration, such as collecting digital time sheets, organizing payroll support files, and tracking employee leave in online systems.
- Help with procurement coordination, such as ordering digital tools or services for the remote team and tracking virtual expenditures.
- Perform routine internal audits of cloud-stored administrative and financial files to ensure organization and accessibility.
- Performs other related duties as assigned.
Eligibility Criteria
- Bachelors degree in Accounting, Finance, Business Administration, or a related field preferred.
- Minimum of 23 years of experience in bookkeeping, financial coordination, or a similar administrative financial role.
- Bookkeeping certifications or relevant courses in financial management are an advantage.
- Proficiency with accounting platforms such as QuickBooks Online, Xero, or similar software.
- Strong digital literacy, including use of Google/Microsoft software, Excel/Sheets, and document management platforms.
- Familiarity with tax preparation workflows and financial document requirements.
- Ability to handle confidential information with integrity and discretion.
- Effective communicator with vendors, clients, and team members.
- Capable of working independently and proactively to identify and resolve issues.
Job Classification
Industry: Advertising & Marketing (Digital Marketing)Functional Area / Department: Finance & AccountingRole Category: Finance & Accounting - OtherRole: Finance & Accounting - OtherEmployement Type: Full timeContact Details:
Company: AB7 SolutionsLocation(s): Mohali, Chandigarh+ View Contact
Keyskills: Book Keeping Invoice Management Record Keeping Ar Follow Up Report Preparation Records Management Office Management Administration Work Follow Ups
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₹ 5-6.5 Lacs P.A
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