PART TIME BOOKKEEPER

Core responsibilities

Accounts payable

• Monitor the accounting inbox for incoming vendor invoices and bills.
• Enter vendor bills in NetSuite AP accurately, coded to the correct vendor, account, and project or PO where applicable.
• Flag missing, duplicate, or disputed invoices to the COO.
• Record vendor payments in NetSuite so each one can be matched against the bank feed when it clears.

Bank feed monitoring and matching

• Monitor all cash bank feeds for outgoing vendor payments and incoming client payments.
• Match vendor payments in the bank feed to the bill payments recorded in NetSuite.
• Match client payments in the bank feed to open customer invoices and applied payments.
• Match employee expense reports to their corresponding bank feed transactions.

Weekly ask list

• Produce a weekly list of unmatched bank feed transactions, with date, amount, payee, and account for each.
• Send the list to the COO and follow up until each item is resolved, so feeds stay current.

Bank reconciliations

• Reconcile every company bank account in NetSuite within the agreed timeframe.
• Investigate and resolve reconciling diff erences, escalating anything unexplained.

Finance requests and escalations

• Monitor the accounting inbox for fi nance requests, such as client requests for W-9s and payment account information, and respond promptly.
• Raise client-reported issues from the accounting inbox to the COO and leadership.

Chart of accounts

• Maintain the chart of accounts in NetSuite on an ongoing basis.
• Identify and clean up unused, duplicate, or miscategorized accounts, with COO approval before changes.

Invoice follow-ups

• Own follow-up on outstanding client invoices when the COO requests it.

Project completion reconciliations

• Reconcile project expenses at project completion, confirming all vendor bills, expense reports, and purchases are posted to the correct project.

Service levels and cadence

The targets below are a starting proposal; the timeframes marked [TBD] should be set to the agreed-upon terms before this goes out.

• Check accounting inbox — Daily (business days) — Inbox cleared each day
• Enter vendor bills in AP — As received — Within 1 business day of receipt
• Record vendor payments — As paid — Same day as payment
• Match bank feed transactions — At least weekly — All matchable items cleared weekly
• Match expense reports — As submitted — Within 1 business day of submission
• Weekly ask list — Weekly — Sent every Thursday
• Bank reconciliations — Monthly — Within10 business days of month-end

Systems and qualifications

• 3+ years of full-cycle AP and bank reconciliation experience.
• Hands-on NetSuite experience: vendor bills, bill payments, customer payments, bank feeds and matching, and the reconciliation workflow.
• Experience with project-based or construction/contracting businesses is a plus.
• High attention to detail and comfort chasing down missing documentation.
• Clear, concise written communication and reliable follow-through.
• Able to handle confidential financial information with discretion.

Deliverables and communication

• Weekly: Unmatched transactions ask list, sent to the COO.
• Monthly: Completed bank reconciliations for every account, with any reconciling items explained.
• As needed: Escalation of missing invoices, payment discrepancies, or unidentified deposits within one business day of discovery.
• Primary channels: The accounting inbox for vendor correspondence; email or WhatsApp to the COO for questions and escalations.