Bookkeeper

Position Overview

Varsity Health & Training Solutions is seeking a detail-oriented and highly organized Bookkeeper / Administrative Support Specialist to assist with the day-to-day financial operations of our growing company. This role is responsible for maintaining accurate financial records, managing invoicing and accounts activity, and supporting administrative workflows using both QuickBooks and HubSpot.

The ideal candidate is proactive, dependable, and comfortable working in a fast-paced environment where organization, communication, and accountability are essential.

Key Responsibilities

Bookkeeping & Financial Management

• Maintain accurate financial records and bookkeeping within QuickBooks
• Process invoices, payments, deposits, and expense tracking
• Manage accounts payable and accounts receivable
• Reconcile bank accounts, credit card statements, and financial transactions
• Assist with payroll coordination and financial reporting
• Monitor outstanding invoices and assist with collections follow-up when necessary
• Maintain organized digital financial records and documentation
• Assist leadership with budgeting, expense tracking, and operational reporting

CRM & Administrative Responsibilities

• Utilize HubSpot to manage customer information, deal tracking, and workflow organization
• Update client records, notes, contracts, and communication logs
• Support scheduling, document management, and administrative coordination
• Assist with preparing quotes, invoices, and customer-facing documentation
• Help maintain operational efficiency between sales, training, and compliance workflows
• Coordinate with management regarding customer accounts, billing concerns, and reporting

Qualifications

• Previous bookkeeping or accounting experience preferred
• Experience using QuickBooks required
• Experience using HubSpot or similar CRM software preferred
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple priorities and deadlines independently
• Proficiency with Microsoft Office and/or Google Workspace
• Ability to maintain confidentiality and professionalism with sensitive financial information

Preferred Characteristics

We are looking for someone who:

• Is highly organized and process-oriented
• Takes ownership of responsibilities and follows through consistently
• Communicates professionally with clients and team members
• Can identify inefficiencies and help improve workflows
• Thrives in a growing small-business environment
• Is dependable, adaptable, and solution-focused

Work Environment

• Office-based with potential hybrid flexibility depending on experience and operational needs
• Standard business hours with occasional flexibility during busy operational periods
• Collaborative small-business environment with opportunities for growth and expanded responsibilities