EA - Bookkeeper

This is a remote position.

Join Our Team at VirtuallyinCredible as an Executive Assistant Bookkeeper!

The Executive Assistant Bookkeeper is responsible for comprehensive management of Accounts Receivable (AR) and Accounts Payable (AP) functions ensuring accurate financial operations compliance with regulations and efficient processing of transactions. The service is designed for businesses seeking to streamline their financial processes maintain strong client and vendor relationships and improve cash flow management.

Responsibilities:

Accounts Receivable (AR) Responsibilities: Reporting to the COO

1. Invoicing and Billing:
   

• Generate and send invoices using platforms such as Adobe GHL Keap and Google Suite to clients sponsors members and other stakeholders.
  

• Utilize Adobe and DocuSign to securely send contracts and agreements for digital signatures.
  

• Ensure invoices are accurate and comply with company policies and financial regulations.
  

2. Payment Collection:
   

• Monitor and follow up on outstanding invoices to ensure timely payment.
  

• Use GoHighLevel (GHL) for automated reminders and followup communications with clients regarding overdue payments.
  

• Be friendly yet firm in communication to maintain positive client relationships while ensuring compliance with payment terms.
  

3. Record Keeping:
   

• Maintain detailed digital records of all invoices issued payments received and outstanding balances using Google Suite (Google Drive for storage Sheets for tracking).
  

• Regularly update accounts receivable ledger to ensure accurate financial records.
  

4. Reconciliation:
   

• Reconcile accounts receivable transactions with merchant statements and the general ledger.
  

• Use Adobe Acrobat to compile and share reconciliation documents securely.
  

5. Reporting:
   

• Prepare regular reports on accounts receivable status aging analysis and cash flow forecasts using Google Sheets.
  

• Provide financial reports to management highlighting trends and potential risks in receivables.
  

6. Customer Relationship Management:
   

• Build and maintain strong relationships with clients and members to ensure a smooth payment process.
  

• Handle any queries or concerns regarding invoices and payments in a professional manner.
  

7. Compliance and Auditing:
   

• Ensure compliance with financial regulations and accounting principles related to receivables.
  

• Prepare documentation for internal and external audits ensuring secure PDF handling.
  

8. Automation and Process Improvement:
   

• Suggest and implement process improvements using platforms like GHL and Keap for more efficient invoicing and payment collection.
  

• Collaborate with IT to integrate payment processing systems with accounting software.
  

Accounts Payable (AP) Responsibilities:

1. Invoice Processing:
   

• Receive and review invoices from vendors suppliers and contractors for accuracy and completeness.
  

• Use Google Suite to document and process invoices ensuring compliance with company policies.
  

2. Payment Management:
   

• Schedule and process payments to vendors suppliers and contractors using integrated financial systems and Google Sheets for tracking.
  

• Utilize DocuSign for obtaining necessary approvals and signatures for payments.
  

3. Expense Management:
   

• Manage and track company expenses related to events media production community activities and other operational needs.
  

• Reconcile expense reports ensuring all expenses are authorized documented and filed using Google Drive.
  

4. Vendor Management:
   

• Maintain accurate records of all vendors suppliers and contractors using Keap GHL or a vendor management system.
  

• Negotiate payment terms and resolve discrepancies or disputes with vendors in a friendly but firm manner.
  

5. Reconciliation:
   

• Reconcile accounts payable ledger with bank statements and the general ledger.
  

• Use Adobe Acrobat to securely manage reconciliation documentation.
  

6. Reporting:
   

• Prepare regular reports on accounts payable status cash flow and expenditure analysis.
  

• Provide financial reports to management highlighting trends in payables and cash flow management.
  

7. Budget and Cost Control:
   

• Assist in budgeting and forecasting processes by providing accurate data on expected payments and expenses.
  

• Monitor expenses against budgets and report variances to management.
  

8. Compliance and Auditing:
   

• Ensure compliance with financial regulations and accounting principles related to payables.
  

• Assist in preparing documentation for internal and external audits.
  

9. Process Improvement:
   

• Identify opportunities to streamline the accounts payable process for greater efficiency.
  

• Implement automation tools using platforms like Keap and GHL for managing invoices and payments more effectively.
  

10. Collaboration with Other Departments:
    

• Collaborate with the events media and community teams to ensure accurate and timely processing of expenses related to their activities.
  

• Provide financial support and guidance to other departments regarding purchasing and payment processes.
  

Additional Responsibilities:

• Systems Management:
  

• Manage and maintain the use of platforms such as Adobe Acrobat for secure document handling DocuSign for digital agreements Google Suite for document management and GHL for client communications and followups.
  

• Ensure integration and compatibility between these platforms and accounting software.
  

• SOP Development:
  

• Create and update Standard Operating Procedures (SOPs) for all AR/AP processes ensuring they are clear concise and accessible to all relevant staff.
  

• Develop training documentation and materials to onboard new team members and provide continuous learning for existing staff.
  

• Training and Support:
  

• Provide training and support to other team members on AR/AP processes and systems including the use of platforms such as Keap DocuSign and GHL.
  

• Create training videos or stepbystep guides using Tango Google Suite or other relevant tools.
  

• Financial Analysis:
  

• Conduct regular financial analysis using data from Google Sheets