Bookkeeper

Bookkeeper & Office Manager

Position Overview

We are seeking a highly organized and detail-oriented Bookkeeper & Office Manager to manage day-to-day financial operations and support administrative functions. This role is heavily focused on bookkeeping (approximately 85%) with additional responsibilities supporting office management, HR, and operational processes (15%).

This position plays a critical role in maintaining accurate financial records, managing cash flow, and ensuring smooth coordination between vendors, customers, and internal operations.

Key Responsibilities

Accounts Receivable (40%)

• Manage invoicing and collections process
• Ensure all loads are properly invoiced with accurate weights and documentation
• Follow up on outstanding payments and resolve discrepancies
• Handle customer-specific billing requirements
• Gather and organize all supporting documentation tied to receivables

Accounts Payable (30%)

• Process vendor invoices and ensure proper documentation is attached
• Verify accuracy of supplier invoices against loads and weights
• Maintain alignment between receivables and payables
• Manage payment schedules and follow up as needed
• Issue payments, including paper checks

Financial Reporting & Analysis (15%)

• Generate monthly financial reports (sales dollars and tonnage)
• Monitor and report on cash flow as needed
• Prepare and assist with month-end and quarter-end close
• Create and maintain P&L reporting by customer (QuickBooks Excel analysis)
• Export data from QuickBooks and perform detailed analysis in Excel
• Assist with evolving inventory tracking and multi-location reporting

Payroll & Compliance

• Manage payroll through Intuit Full-Service Payroll for 13 Employees
• Ensure payroll tax filings and compliance are completed
• Process 1099s and maintain W9 records
• Coordinate with external CPA and parent company CFO for reporting and compliance

Office Management & Administration (10%)

• Support general administrative operations (mail, documentation, scheduling)
• Assist with basic HR functions (onboarding paperwork, employee records)
• Manage insurance policies (health, auto, workers comp, renewals)
• Work with accountant on tax filings and payments
• Track shipments, purchase orders, and load documentation
• Ensure all operational and financial data is accurately entered into QuickBooks

Qualifications

Required:

• Strong experience with QuickBooks Enterprise (Desktop) – required
• Proficiency in Microsoft Excel and Microsoft Office Suite
• Solid understanding of Accounts Receivable and Accounts Payable
• Experience with financial reporting, reconciliations, and month-end close
• Ability to manage multiple priorities in a fast-paced, evolving environment
• Strong attention to detail and organizational skills
• Ability to work independently

Preferred:

• Experience in logistics, transportation, or load-based operations
• Experience handling insurance, payroll, and compliance functions
• Familiarity with inventory tracking and multi-location operations

Work Environment

• This is a fully in-office role.
• Flexible schedule within standard business hours