Part-Time Multi-Entity Bookkeeper & Operations Coordinator (Agriculture + Real Estate) - Hybrid

About the Role

We’re seeking a trusted, highly organized Part-Time Multi-Entity Bookkeeper & Operations Coordinator to support an owner managing 5–7 small entities (orchard operations + real estate holdings). This role is execution-focused and requires strong bookkeeping fundamentals, excellent electronic document organization, and comfort handling sensitive business items with discretion.

You will own day-to-day bookkeeping and administrative coordination across all entities using QuickBooks Desktop Enterprise (separate companies/books). The owner will approve all payments; you will prepare disbursements and maintain clean records and controls.

Key Responsibilities

Bookkeeping (QuickBooks Desktop Enterprise)

• Maintain books for 5–7 separate entities (separate company files/books)
• Code and enter transactions, maintain chart of accounts discipline, and keep books audit-ready
• Perform monthly close tasks and bank/credit card reconciliations
• Maintain clean vendor records and documentation (W-9s as applicable)

Accounts Payable + Check Preparation

• Collect invoices and backup documentation, confirm approvals, and prepare check runs/ACH batches for owner approval
• Track due dates and prevent late fees/interruptions to critical vendors (irrigation, chemical/fertilizer, fuel, equipment repair, trucking, harvest crews, land/lease vendors)
• Resolve billing discrepancies through vendor communication (coordination + follow-through)

Accounts Receivable

• Create and send invoices (as applicable), track receivables, and support basic collections follow-up
• Maintain AR aging visibility and owner updates

Expense Management

• Manage credit card activity and expense documentation (receipts, categorization, reporting)
• Support expense reporting and documentation cleanup

Operational Coordination + Records

• Build and maintain a structured digital filing system by entity (banking, invoices, leases, insurance, tax notices, licensing)
• Assist with asset tracking (basic tracking list for equipment/assets such as tractors, pumps, wells, vehicles/implements)

Licensing / Basic Compliance Admin

• Create and manage a compliance calendar (business licenses, renewals, routine CA business requirements)
• Coordinate and compile paperwork; ensure items are submitted on time (no agency-facing work required beyond routine filings)

CPA Coordination / Tax Readiness

• Maintain organized, complete documentation for the CPA
• Support year-end readiness and tax item compilation (owner/CPA will finalize filings)

Light Cash Management Support (Minor)

• Provide basic visibility to cash position and upcoming payables/receivables by entity
• Flag any urgent items (tax notices, insurance/lease deadlines, unusual transactions)

Required Qualifications

• 3+ years experience in bookkeeping/office administration (multi-entity strongly preferred)
• Proficiency with QuickBooks Desktop (Enterprise strongly preferred)
• Strong reconciliation skills (bank + credit cards), AP/AR workflows, and document control habits
• High integrity and discretion (role touches tax notices, insurance, leases, sensitive records)
• Strong follow-through and ability to work independently with minimal oversight

Preferred Qualifications

• Experience supporting agriculture operations (orchards/seasonal vendor cycles helpful)
• Familiarity with basic business license tracking and compliance calendars
• Experience building simple asset trackers and standardized folder systems

Work Style / Fit

• You’re organized and consistent (you love checklists, clean files, and balanced books)
• You communicate clearly and proactively, especially when something is missing or urgent
• You can handle multiple entities without mixing transactions or losing documentation

For the right candidate this position may be fully remote.

Job Type: Part-time

Pay: $22.00 - $30.00 per hour

Expected hours: 10 – 20 per week

Work Location: Hybrid remote in Fresno, CA 93725