Senior Bookkeeper | 60330272553

Position: Senior Bookkeeper

Location: Remote: PH/SA

Work Schedule: Must overlap with Pacific Time; preferred hours are 8:00 a.m. to 5:00 p.m. PT

Salary:Market Related

We are a portfolio of four US-based small businesses looking for a full-time offshore contractor to own our day-to-day accounting and back-office operations. About 75% of the work supports our pizza shop, which is opening a second location. The remaining 25% covers three simpler entities.

This role is accounting-first: QuickBooks Online is where you'll live day-to-day. You will do the heavy lifting across all four entities — daily bookkeeping, bill pay, reconciliations, journal entries, and financial reporting. An outside accountant reviews the books each month and serves as the overall monthly check, so you have a safety net; the expectation is that your work is clean enough to pass that review with minimal rework.

We are a lean team, and the right person is a Swiss Army knife — someone strong enough in accounting to be fully self-directed on the books, and resourceful enough to learn the surrounding tools (Toast POS, insurance portals, permit sites, sales tax portals, vendor account setups) as needed. If it touches finance, admin, or paperwork, it lands with you.

• →Full-cycle bookkeeping across 4 QBO entities: categorize banking feeds, track down receipts, enter and pay bills, manage AP, keep the books current.
• →Toast POS sync management: own the Toast → QBO integration for sales, expenses, tips, taxes, fees, and payroll. Review all auto-generated journal entries and fix mapping issues at the source in Toast when transactions aren't flowing correctly.
• →Month-end close (heavy lifting): bank, credit card, and loan reconciliations; journal entries; accruals; prepaids; fixed assets; balance sheet account analysis. Prepare the books for monthly review by our outside accountant and address any review notes.
• →Multi-location P&L (pizza shop): restructure our QBO file to track P&L by store using Classes or Locations. Split food costs, payroll, and other operating expenses cleanly between Store 1 and Store 2. Adjust the Toast sync mapping to support the new structure.
• →Financial reporting: deliver monthly P&L, balance sheet, and cash flow per entity with plain-English commentary.
• →Third-party delivery reconciliation: reconcile Uber Eats, DoorDash, and other delivery platform payouts and fees.

• →Bill pay & vendor accounts: enter and pay bills, set up and maintain online vendor accounts, serve as point of contact for vendors.
• →Sales tax filings: prepare and file monthly/quarterly sales tax returns across applicable jurisdictions.
• →Business licenses & permits: file annual reports, renew business licenses, and manage permit applications and renewals (including health department, food service, and city permits for the pizza shops).
• →Insurance administration: manage policy renewals across all four entities; request and issue certificates of insurance as needed.
• →1099s and W-9s: collect and maintain W-9s from all vendors and contractors; prepare and file annual 1099s.
• →Contract review support: read commercial leases, vendor agreements, and other contracts well enough to identify financial obligations, key dates, and reimbursement provisions.

We just signed the lease for the second pizza shop location. In your first several months, you'll be central to standing up the accounting and admin around this project:

• Restructure QBO and the Toast sync so food, labor, and operating costs are cleanly separated between Store 1 and Store 2 going forward.
• Set up and track construction and tenant improvement (TI) costs; enter and pay contractor bills; maintain clean documentation.
• Read the lease, understand the TI reimbursement provisions, and drive the reimbursement process to completion — collecting required documentation, submitting the reimbursement package, and following up with the landlord until we're paid.
• File for and track the new store's business licenses, permits, insurance certificates, and sales tax registrations.

• Bachelor's degree in Accounting or Finance.
• 5+ years of full-cycle accounting experience supporting US-based small businesses, ideally across multiple entities.
• Advanced QuickBooks Online proficiency — this is the core tool. Must be comfortable managing multiple company files and using Class or Location tracking for multi-unit P&L reporting.
• Strong technical accounting: complex reconciliations, journal entries, accruals, prepaids, fixed assets, and balance sheet account analysis. Not just bank-feed matching.
• Excellent written and spoken English. This role requires reading contracts and leases, writing clear vendor and agency correspondence, and joining live calls with US-based ownership and vendors.
• Rockstar attitude: proactive, takes ownership, drives tasks to completion without being chased, communicates clearly and often, and treats the businesses like their own.
• Self-directed and resourceful. Comfortable learning new software and portals (POS systems, insurance sites, permit sites, sales tax portals, bill pay tools) as needed.
• Proficient in Microsoft Teams, Outlook, and Microsoft 365; comfortable working across Box, Dropbox, OneDrive, and Google Drive.
• Highly organized and trustworthy with full financial visibility.
• CPA (Philippines) or equivalent senior credential.
• Direct hands-on experience with Toast POS and Toast Payroll, including the QBO integration and mapping.
• Restaurant, hospitality, or food-service accounting experience (food cost %, labor %, tips, daily sales reconciliation).
• Experience with third-party delivery platform payouts (Uber Eats, DoorDash, Grubhub).
• Prior experience supporting a multi-location or new-location buildout, including construction cost tracking and TI reimbursement.

This role keeps the books in a clean, tax-ready state and handles routine agency filings (sales tax, 1099s, annual reports, business licenses, permits). US federal and California income tax returns are prepared by a US-based CPA. Familiarity with US/CA filing requirements is helpful but expert US tax knowledge is not required.