Operational Bookkeeper

Job description

**About Extenteam** Extenteam is the AI-driven operations platform for short-term rental property management, headquartered in Miami and founded in 2021. Our platform, Shared Services, handles guest communication and daily operational workflows for 80,000+ properties by pairing an AI orchestration layer with a shared-services team of hospitality-trained specialists, so no guest inquiry goes unanswered, day or night, and no property manager has to staff for the 2am cancellation themselves. We're industry-only: every workflow, integration, and agent we hire is built around property management specifically, not bolted on from a generalist platform. As we push more of that platform toward AI-led automation and self-serve tools, the software our own Shared Services team works in every day has to keep pace, that's this role. **Our Leadership Philosophy** Our company embraces a management style inspired by the ideals of "founder mode," as championed by Airbnb’s Brian Chesky. This means a hands-on, visionary approach to leadership, with a relentless focus on innovation, product excellence, and customer-centric decision-making. We encourage proactive problem-solving, direct involvement in key initiatives, and a collaborative, high-performance culture. To learn more about the "founder mode" philosophy and how it shapes our operations, you can explore this [link](https://www.businessinsider.com/airbnb-ceo-brian-chesky-what-founder-mode-really-means-2024-10). Understanding this mindset will provide valuable context for how we operate and what we value in our team members. **What This Role Is About:** We are seeking a detail-oriented and experienced **Operational Bookkeeper** to join**Tax and Business Solutions**, an accounting and tax services firm. The Operational Bookkeeper will support the firm’s day-to-day financial and administrative operations by maintaining accurate financial records, processing transactions, managing client documentation, supporting tax-related workflows, monitoring accounts receivable, and preparing operational reports. The ideal candidate has a strong bookkeeping or accounting background, excellent organizational skills, exceptional attention to detail, and the ability to manage multiple priorities in a fast-paced professional services environment. This individual should be comfortable working with accounting and practice-management software and be able to quickly learn new systems and processes. **Your Main Responsibilities:** ## **Key Responsibilities** ### **1. Bookkeeping & Financial Transactions** - Enter, organize, and maintain financial transactions, receipts, invoices, and bills accurately. - Create and enter bills and invoices into QuickBooks or other applicable accounting systems. - Process and record payments while ensuring transactions are properly categorized. - Reconcile bank and financial account statements and identify discrepancies. - Monitor financial records for accuracy and completeness. - Maintain organized digital financial records and documentation. - Assist with month-end bookkeeping and financial reporting processes. - Research and resolve discrepancies related to billing, payments, and financial transactions. - Prepare ad hoc financial reports using QuickBooks, Excel, Google Sheets, or other applicable tools. - Assist with accounts receivable activities, including monitoring outstanding balances and following up on past-due invoices. ### **2. Tax Document & Client Intake Support** - Collect, organize, and maintain tax documents received from clients. - Review incoming documentation for completeness and follow up on missing or outstanding items. - Collect prior-year tax returns, intake forms, and other required client documentation. - Assist with the firm's welcome-packet and client onboarding processes. - Maintain accurate client records and ensure documentation is properly organized within the firm's systems. - Enter relevant client and tax information accurately into tax preparation software. - Support the tax team by ensuring required information and documentation are available when needed. - Maintain confidentiality and appropriately handle sensitive client financial and tax information. ### **3. Engagement & Client Workflow Management** - Prepare, send, and track engagement letters and electronic signatures. - Set up and maintain client portals. - Monitor outstanding e-signatures and follow up as needed. - Manage and track client onboarding activities from initial intake through completion. - Maintain accurate workflow and task statuses within the firm's practice-management system. - Move jobs through the appropriate workflow stages and update deadlines, dates, and task statuses. - Monitor workflow queues to help ensure assignments remain on schedule. - Coordinate with tax professionals, accountants, and administrative team members to ensure timely completion of client-related tasks. - Identify workflow delays or missing information and communicate them to the appropriate team member. ### **4. Accounts Receivable & Billing Support** - Monitor accounts receivable and outstanding client balances. - Conduct professional follow-ups regarding past-due invoices. - Maintain accurate records of outstanding balances and payment activity. - Assist with resolving billing and payment questions. - Communicate with internal team members regarding client billing status and outstanding items. - Support the team with maintaining accurate billing records and documentation. ### **5. Operational & Management Reporting** - Prepare recurring and ad hoc management reports for the executive team. - Track operational metrics and team activity as requested. - Generate reports related to team member productivity and workflow activity, including: - Number of phone calls handled by team members. - Number of tax returns sent to clients. - Number of tax returns or jobs whose status was changed. - Workflow and task completion metrics. - Other operational KPIs requested by management. - Maintain accurate reporting data and identify inconsistencies before reports are submitted. - Assist leadership with gathering and organizing information needed for operational decision-making. ### **6. Administrative & Operational Support** - Provide cross-functional administrative and operational support to the tax and accounting teams. - Monitor shared email inboxes and organize incoming receipts, documents, and client correspondence. - Maintain organized digital files and documentation within Google Drive and other company systems. - Assist with identifying and resolving administrative or workflow issues. - Communicate clearly with internal team members regarding deadlines, missing information, and outstanding tasks. - Assist with improving and documenting internal processes as the firm's systems and workflows evolve. - Perform other operational and administrative tasks as needed. ## **Compliance & Confidentiality** - Maintain strict confidentiality when handling client financial, tax, and personal information. - Follow company policies and established procedures for handling financial and client documentation. - Ensure records are complete, accurate, and properly maintained. - Follow applicable accounting, tax-office, and data-handling procedures. - Maintain organized documentation for internal reviews and audits when applicable. ## **Software & Technology** - Utilize QuickBooks and other accounting software to maintain accurate financial records. - Utilize tax preparation software for accurate data entry and client information management. - Utilize practice-management and workflow systems to track client engagements and assignments. - Utilize electronic signature and client portal platforms. - Use Microsoft Excel, Google Sheets, Google Drive, and other productivity tools. - Quickly learn and adapt to new software, systems, and technology. - Collaborate with internal team members to identify opportunities to improve system functionality and workflow efficiency. **What We’re Looking For:** - **Excellent written and verbal English skills. No exceptions.** - This position will communicate with clients, team members, and leadership through email, phone, messaging platforms, and other communication channels. - Proven experience as a bookkeeper, accounting assistant, tax administrative assistant, or similar role. - Experience working in an accounting, tax preparation, bookkeeping, or professional services environment preferred. - Strong understanding of bookkeeping and basic accounting principles. - Proficiency with accounting software, particularly QuickBooks. - Experience with Excel and/or Google Sheets. - Strong attention to detail and accuracy. - Excellent organizational and time-management skills. - Ability to manage multiple priorities and deadlines. - Strong written and verbal communication skills. - Strong problem-solving and critical-thinking skills. - Ability to work independently with minimal supervision. - Ability to handle confidential financial and client information with discretion. - Tech-savvy and able to learn new software and systems quickly. - Strong follow-through and accountability for assigned tasks. ## **Nice to Haves** - Previous experience working for a CPA firm, accounting firm, tax preparation firm, or bookkeeping company. - Experience with tax preparation software. - Experience with practice-management or accounting workflow systems. - Experience managing client portals and electronic signatures. - Experience with accounts receivable and collections follow-up. - Familiarity with tax return preparation workflows and client intake processes. - General understanding of U.S. tax preparation processes and terminology. - Experience preparing management and operational reports. - Experience working in a fast-paced professional services environment. **Technical Requirements:** - Internet speed minimum 30mbps: Needs to be Wired (Buy a dongle if no LAN port) - i5 11th Gen or higher - Windows 11 / MacOS Catalina or higher - Minimum of 8 GB RAM - Private and quiet dedicated home office area (no roosters, dogs, children's noises in the background) - Back-ups in case of power or internet provider interruptions - Good headset and webcam (preferably noise-canceling headset) **Why You’ll Love Working with Us:** - **Competitive Salary** — We offer a competitive salary that reflects the candidate’s experience, skills, and responsibilities. - **Remote Work** — This role is 100% remote, allowing flexibility and eliminating daily commute. - **Paid Time Off** — Standard leave entitlements (vacation, sick leave, vacation leave) for rest and well-being. - **HMO Coverage** — Company-provided HMO plan, offering access to medical services via accredited hospitals and clinics under a Health Maintenance Organization. This helps ensure employees have access to routine checkups, consultations, and coverage for medical care.