Bookkeeper/Finance Administrator (US Based)

The Bookkeeper/Finance Administrator is responsible for the day-to-day financial administration of Miami Christmas Lights and its related companies.

This is a hands-on accounting and collections role. The primary responsibility is to ensure that invoices are created quickly, customer payments are collected, expenses are categorized accurately, accounts are reconciled, and management has clear visibility into upcoming cash needs.

This position is not responsible for high-level financial strategy. Strategic financial analysis, banking relationships, financing decisions, and CFO-level reporting are handled separately by the company's CFO

Key Responsibilities

Financial Operations & Bookkeeping

• Enter and categorize company expenses in Zoho Books daily.
• Ensure transactions are assigned to the correct GL accounts, departments, projects, and entities.
• Create routine journal entries when required.
• Maintain accurate vendor records, bills, payments, credits, and supporting documentation.
• Identify unusual or unclear transactions and obtain clarification promptly rather than allowing transactions to remain uncategorized.
• Maintain clean and accurate books throughout the month rather than waiting until month-end.

Billing & Invoicing

• Monitor approved estimates and sales orders that are ready for invoicing.
• Convert estimates to invoices promptly so Operations and other departments are never delayed waiting for Finance.
• Verify invoice amounts, customer information, payment terms, tax treatment, and supporting documentation before issuing invoices.
• Ensure invoices are sent to customers immediately once approved.
• Resolve billing discrepancies quickly with Operations, Sales, Customer Success, or the CFO.

Accounts Receivable & Collections

• Own day-to-day customer collections.
• Make collection calls and send follow-up emails on overdue invoices.
• Maintain detailed notes regarding every collection attempt, customer commitment, and expected payment date.
• Follow up consistently until payment is received.
• Escalate disputes, significant past-due accounts, or unusual customer issues to the appropriate manager or CFO.
• Maintain accurate expected payment dates for outstanding receivables.
• Provide management with clear visibility into what cash is expected to be collected and when.

Accounts Payable

• Enter vendor bills promptly and accurately.
• Maintain accurate due dates and payment terms.
• Review upcoming vendor payments each week.
• Prepare a weekly list of:
• Bills due during the current week
• Bills due during the following weeks
• Critical or past-due obligations
• Coordinate approved payments with the CFO or President.
• Ensure vendor credits and payments are properly applied.

Weekly Cash Flow Reporting

Prepare a simple weekly cash report showing:

• Current available cash
• Accounts payable due this week
• Expected accounts receivable collections this week
• Payroll or other significant upcoming cash requirements
• Expected ending cash position

Month-End Reconciliation & Close

• Reconcile all bank accounts monthly.
• Reconcile all credit cards monthly.
• Reconcile loan and liability balances.
• Reconcile accounts receivable and accounts payable.
• Review prepaid expenses, deposits, intercompany accounts, and other balance-sheet accounts as assigned.
• Investigate and resolve discrepancies rather than creating unsupported adjusting entries.
• Complete month-end bookkeeping within the established closing deadline.
• Provide clean financial records to the CFO and outside accountant for review.

Financial Data Accuracy

• Ensure Zoho Books remains current and accurate every day.
• Maintain proper supporting documentation for transactions.
• Ensure expenses are categorized consistently so departmental and company budgets remain accurate.
• Correct errors promptly when identified.
• Assist the CFO and outside accountants with requested documentation.
• Maintain a clear audit trail for material transactions.

Qualifications

Experience

• 3+ years of bookkeeping or accounting experience.
• Experience with full-cycle bookkeeping.
• Strong accounts receivable and collections experience.
• Experience with accounts payable and month-end reconciliations.
• Experience supporting a service-based business preferred.

Technical Skills

• Strong Zoho Books experience strongly preferred.
• Familiarity with Zoho CRM preferred.
• Strong understanding of debits, credits, journal entries, reconciliations, AR and AP.
• Working knowledge of accrual accounting.
• Strong Excel or spreadsheet skills.

Competencies

• Extremely detail-oriented.
• Organized and consistent.
• Comfortable making collection calls.
• Persistent when following up on outstanding receivables.
• Able to work quickly without sacrificing accuracy.
• Proactive about resolving discrepancies.
• Able to prioritize time-sensitive invoicing and payment issues.
• Comfortable working independently.
• Strong written and verbal English communication.

Benefits

• Fully remote, long-term role
• Direct access to CEO and leadership team
• Paid time off
• Bonus
• Long-term growth and stability

Job Type: Full-time

Pay: Php94,770.00 - Php126,400.00 per month

Benefits:

• Additional leave
• Pay raise
• Work from home

Experience:

• US Accounting: 5 years (Preferred)

Work Location: Remote

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