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Bookkeeping and Accounting Assistant

🆔 Job ID: STUNIC1
🏢 Industry: Accounting / Distribution and Logistics Services
🌎 Location: LATAM / PH / South Africa / Egypt (Strong English, Neutral accent)
🕒 Job Status: Full Time
⏰ Work Schedule: Flexible Monday to Friday with daily overlap with US Central Time
💰 Salary: $7 – $9 per hour
🚀 Target Start Date: ASAP

Role Overview

About the Client

The client is a growing distribution based business that operates in a fast paced environment with daily transactions and recurring customer activity.

The company relies on:
• Accurate financial records
• Consistent data management
• Reliable back office processes

As the business expands, there is a strong focus on:
• Building structure
• Improving visibility
• Maintaining clean, well organized systems to allow the owner to make informed decisions and scale with confidence

About the Role

The Bookkeeping and Accounting Assistant will support day to day bookkeeping, accounts receivable, and administrative data management across multiple internal systems.

The role focuses on:
• Maintaining accurate financial records
• Ensuring consistency of customer and vendor information
• Supporting monthly reconciliation readiness
• Handling routine back office tasks with strong attention to detail

The position requires someone who is:
• Organized
• Process driven
• Proactive with follow up
• Comfortable communicating clearly and professionally while working independently after onboarding

Key Responsibilities

QuickBooks Desktop Bookkeeping and Maintenance

• Maintain a clean chart of accounts and consistent categorization
• Enter and review transactions and ensure accurate bookkeeping records
• Support monthly close readiness by keeping books clean throughout the month
• Maintain audit ready documentation and organized records

Customer and Vendor Account Setup Across Systems

• Create and update customer and vendor profiles with accurate terms and details
• Maintain pricing, products, and contact information as needed
• Ensure changes are reflected across Cool Running, QuickBooks Desktop, and the customer portal
• Verify that records match across systems and flag mismatches for correction

Accounts Receivable and Payment Follow Up

• Generate invoices and apply payments accurately
• Monitor accounts receivable aging and follow up on overdue balances
• Maintain clear notes and status tracking for collections activity
• Support customer payment portal accuracy so payments apply correctly to QuickBooks

Daily Route and Transaction Reconciliation Support

• Review daily activity coming from Cool Running and confirm expected data flow into QuickBooks
• Support reconciliation of route activity, delivery transactions, and payment records
• Identify discrepancies, document issues, and escalate with context and supporting details

Administrative Tracking and Updates

• Track and update changes related to ice merchandisers as assets move between store locations
• Maintain tracking logs and documentation for operational visibility
• Support process documentation and simple SOP creation for recurring tasks

Customer Communication and Service Support

• Communicate professionally with customers when information is missing or clarification is needed
• Handle upset customers calmly, apologize when appropriate, and focus on resolution
• Escalate sensitive issues to the owner with a clear summary and recommended next steps

Tools and Systems

• QuickBooks Desktop
• Cool Running Software
• Customer Payment Portal
• Email
• Spreadsheets for tracking, aging, reconciliation support, and reporting

Qualifications and Skills

• Strong bookkeeping background with practical experience in accounts receivable
• QuickBooks Desktop experience is required
• Comfortable working inside spreadsheets with formulas, tracking logs, and structured data
• Strong attention to detail and consistent follow through
• Process driven mindset with a habit of documenting and standardizing work
• Clear spoken English and strong listening skills to support customer calls and communication
• Ability to work independently after training and ask questions early when unclear

Nice to Have

• Experience supporting businesses with delivery routes, inventory movement, or field operations
• Experience working with multi system workflows and manual data sync processes
• Experience improving workflows, building checklists, and creating simple SOPs

What Success Looks Like

• Financial records stay clean and consistent throughout the month
• Customer and vendor information matches across all systems
• Accounts receivable is organized, tracked, and followed up consistently
• Discrepancies are caught early, documented clearly, and resolved faster
• The owner gains peace of mind because back office tasks are handled reliably

30-60-90 Day Success Plan

Days 1 to 30 – Learn and Stabilize

• Complete onboarding and confirm access to all systems
• Learn how Cool Running, QuickBooks Desktop, and the payment portal connect
• Review current workflows for invoicing, payments, and account updates
• Begin handling routine updates with supervision and build tracking habits

Days 31 to 60 – Take Ownership

• Independently manage customer and vendor updates across systems
• Take over invoicing support, payment posting, and aging tracking
• Own daily review checks to confirm data consistency and identify issues
• Start documenting simple SOPs and checklists for recurring tasks

Days 61 to 90 – Improve and Systemize

• Maintain consistent month end readiness by keeping books clean daily
• Reduce recurring errors by adding controls, checklists, and standard processes
• Provide weekly visibility reporting on A/R status, issues, and priorities
• Strengthen documentation and tracking to support growth and the second location