Bookkeeper & Accounts Payable Specialist

Type: Full-time

Salary: up to $1500

Key Responsibilities

Bookkeeping & Accounts Payable

• Perform daily/weekly bookkeeping in QuickBooks Online.
• Process incoming vendor invoices, converting purchase orders to bills in QuickBooks and matching them against vendor invoices; flag discrepancies to Operations for approval before proceeding.
• Maintain the PO/bill tracking spreadsheet, updating status as items move from PO → bill → ready for payment. • Support purchasing coordination alongside the PO/bill workflow.
• Support payroll processing every two weeks, including compiling technician pay and W-2 commission data for review. Accounts Receivable
• Generate and send client invoices, including client-specific processes (national-account portals, etc.) per documented instructions.
• Track AR aging and follow up on outstanding invoices.
• Apply and reconcile incoming payments in QuickBooks.

QuickBooks & Financial Reporting

• Categorize transactions in QuickBooks and Ramp.
• Maintain QuickBooks Projects, including updating project stage (e.g., Deposit Pending → Needs to Order) and tracking budget vs. actuals.
• Update recurring reporting: the GM report, yearly profit tracking, and the master/budget report. • Support data reporting on existing-customer engagement and lead activity as needed.

Insurance & Compliance

• Provide W-9 and Certificate of Insurance (COI) documents to customers and vendors on request.
• Route COI requests appropriately (insurance agent + certificate-holder distribution) and reply directly to the requesting customer.
• Track credential/subscription renewals tied to specific property-management accounts and flag renewal or cancellation decisions.
• Coordinate lien waiver notarization: route documents needing a notary to the internal notary, then submit the executed waiver back to the customer/GC.

General Admin

• Take on light project coordination/communication tasks as workflows mature.

Requirements

Qualifications

• Hands-on experience with QuickBooks Online - comfortable identifying and correcting data-entry issues independently, not just following a script.
• Prior experience with AP, AR, invoicing, or bookkeeping workflows in a small-business setting.
• Strong written English - this role emails customers and vendors directly on invoices, COIs, and compliance documents.
• High attention to detail and comfort following documented, multi-step processes exactly.
• Proficient with Google Sheets; comfortable picking up a CRM (Pipedrive) and field service tool (Jobber).
• Self-directed and reliable - able to run the recurring workflow independently after a training period.
• Discreet with financial and vendor information.

Benefits

• Client Relationship: You will be directly working with the client. This means that you will communicate with the client, provide services, and address any client-related matters independently.
• Payments: All payments for your services will be handled by the client. Elevate and Delegate is not involved in processing your payroll. Your salary will directly go to you.
• Vacation Leaves and Holidays: While we may have recommendations or guidelines regarding vacation leaves and holidays, the decision is entirely at the discretion of the client. You are expected to align your schedule with the client’s business needs and any specific policies or preferences they may have in this regard.

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Application Process:

• As part of your application, you’ll be asked to record your responses to the initial interview questions through a Loom video (questions & instructions are in the application page).
• Our team will carefully review your submission, and if shortlisted, we’ll share your responses with the client for their review and next steps.
• Please treat this recording as you would a real interview:
• Come prepared and make sure you’re clearly visible on camera.
• Record your answers in a quiet, well-lit, and clutter-free space with a stable internet connection.
• We’re excited to get to know you better! Show us your personality and strengths. We encourage you to answer authentically and in your own words, without reading from a script or using AI tools.