Bookkeeper

Job description:

Role Summary

The Bookkeeper / Accountant plays a central role in the day-to-day operation of the finance function. This position bridges transactional accounting — including accounts payable, accounts receivable, and payroll support — with structured month-end close responsibilities. A key area of ownership for this role is sales tax compliance across applicable jurisdictions, as well as defined month-end procedures that support timely and accurate financial reporting. The role is expected to evolve as the business grows, with increasing responsibility over time.

Key Responsibilities

Accounts Payable

• Review, verify, and enter vendor invoices into the accounting system, ensuring correct coding and GL allocation.
• Prepare the periodic AP listing and payment run; set up vendor payments across relevant payment platforms for approval.
• Reconcile vendor statements and the AP sub-ledger; resolve discrepancies with vendors in a timely manner.
• Send payment remittances and maintain organised, AP documentation.
• Monitor incoming AP correspondence and manage vendor communications and portal access as required.

Accounts Receivable

• Issue deposit and final customer invoices daily; process one-off and channel invoices as required.
• Follow up on overdue accounts and liaise with customers on billing queries through appropriate channels.
• Process customer refunds and manage cheque deposits to corporate accounts.

Receipt Reconciliation & Expense Processing

• Process and code corporate card and other business receipts through the expense management platform on a regular basis.
• Track and categorise company expenses, flagging unusual charges and resolving coding issues.
• Reconcile payments in the accounting system following each payment run.

US Sales Tax Compliance (Primary Owner)

• Own end-to-end US state sales tax compliance across all states where the company has nexus, managing filings at the required frequency and ensuring timely payment.
• Manage the sales tax platform (Avatax) to ensure transactions are correctly captured and taxes accurately withheld; perform periodic spot-checks across sales channels.
• Maintain and update the sales tax withheld analysis by state on a periodic basis
• Prepare and submit filings through relevant tax platforms and state portals; coordinate payment.
• Monitor sales tax nexus positions as the business grows into new US states and flag new registration requirements.

Month-End Close (Defined Procedures)

• Prepare ad spend allocation schedule, inventory supporting schedules and deferred revenue calculations (US/CA)
• Prepare intercompany purchases and sales schedules, including tariff sheet prep.
• Post accruals and reversals as directed; assist with prepaid schedule reviews.
• Verify accounts payable accuracy and ensure clearing accounts are reconciled at month-end.
• Take on additional month-end close responsibilities over time as the role develops

Payroll Support

• Review and match timesheets against the schedule on a bi-weekly basis; prepare payroll inputs and supporting working papers for processing.
• Track overtime, holiday hours, and evening shift prep sheets; maintain the headcount working paper.
• Support payroll-adjacent processes including expense report review and periodic bonus calculations.

Compliance & Regulatory

• Support statutory payroll-related filings and remittances across applicable jurisdictions, including employer health tax and workers’ compensation obligations.
• Ensure applicable US contractor filings are prepared accurately and submitted in line with IRS requirements.

Financial Records & Controls

• Maintain accurate, organised, and audit-ready records of all financial transactions and supporting documentation.
• Support the implementation and improvement of finance controls and procedures.
• Prepare regular management reports and summaries as required by senior leadership.

All other duties as required.

Benefits:

• Work from home

Application Question(s):

• Are you located on the West Coast (Oregon or Washington)?

Experience:

• Bookkeeping & Tax: 3 years (Preferred)

Work Location: Remote