Executive Bookkeeper & Financial Operations Manager

Job Summary

Position: Executive Bookkeeper / Financial Operations Manager Department: Finance & Administration Reports To: Business Owner / CEO Employment Type: Full-Time or Part-Time (based on business needs)

1. Position Overview

We are looking for a highly organized, detail-oriented, financially disciplined Executive Bookkeeper who will take ownership of the company's financial records, bookkeeping systems, cash flow tracking, expense management, and financial reporting.

We are not looking for someone who simply enters numbers into accounting software. We need someone who thinks ahead, identifies financial problems before they happen, protects company resources, and helps management make smarter business decisions.

Our goal is to build a financially strong, efficient, and scalable company. We expect the same level of discipline, accountability, urgency, and operational excellence found in world-class businesses.

2.

Key Responsibilities

A. Financial Management

• Maintain accurate and up-to-date financial records.
• Track every dollar coming into and going out of the business.
• Monitor accounts payable and accounts receivable.
• Reconcile all bank accounts and credit cards monthly.
• Monitor company cash flow daily.
• Maintain accurate profit and loss statements.
• Track company assets, liabilities, and financial obligations.
• Identify unnecessary expenses and opportunities to reduce costs.

B. Financial Reporting

• Prepare weekly financial reports for the CEO.
• Provide monthly profit and loss statements.
• Report revenue, expenses, net profit, and cash balances.
• Track financial performance against company goals.
• Identify unusual spending, financial risks, and discrepancies.
• Provide clear financial summaries that allow leadership to make fast decisions.

C. Expense & Budget Control

• Monitor company spending.
• Organize and categorize every business expense.
• Track recurring subscriptions and vendor payments.
• Maintain department and operational budgets.
• Flag unusual or unauthorized transactions.
• Help ensure the company is spending money efficiently.

D. Business Growth & Financial Strategy

• Help management understand where the company is making and losing money.
• Identify opportunities to improve profit margins.
• Monitor financial trends.
• Prepare cash flow forecasts.
• Help develop annual and quarterly budgets.
• Provide financial data to support expansion and investment decisions.

E. Systems & Accountability

• Maintain organized digital financial records.
• Use accounting software such as QuickBooks or Xero.
• Create efficient bookkeeping procedures.
• Ensure invoices and receipts are properly documented.
• Maintain financial confidentiality.
• Work toward automating repetitive financial processes.

3. Required Weekly Deliverables

Every week, the CEO must receive:

• Total revenue collected.
• Total money spent.
• Current bank balances.
• Outstanding customer payments.
• Outstanding bills and upcoming payments.
• Weekly profit and loss summary.
• Cash flow forecast.
• Unusual expenses or financial concerns.
• Recommendations to improve profitability.

4. Performance Standards (KPIs)

The employee will be evaluated based on:

• Accuracy of financial records.
• Timeliness of financial reports.
• Accuracy of bank reconciliations.
• Ability to identify financial discrepancies.
• Organization of financial documentation.
• Cash flow visibility and forecasting.
• Ability to identify cost-saving opportunities.
• Reliability, communication, and accountability.

5. Required Qualifications

• Proven bookkeeping or accounting experience.
• Strong understanding of business finances.
• Experience with QuickBooks, Xero, or similar platforms.
• Strong Excel or Google Sheets skills.
• Understanding of accounts payable and receivable.
• Knowledge of financial reporting and reconciliations.
• Exceptional attention to detail.
• Ability to work independently and meet deadlines.
• High integrity and confidentiality.

6. The Standard We Expect

We believe in building a company that operates with extreme ownership, efficiency, accountability, and financial discipline.

We expect our bookkeeper to:

• Never wait for the CEO to discover a financial problem.
• Bring problems forward with possible solutions.
• Know where the company's money is at all times.
• Question expenses that do not make financial sense.
• Keep financial information accurate and transparent.
• Think about the company's long-term financial health, not just daily tasks.

Our philosophy

Every dollar must have a purpose. Every expense must be accounted for. Every financial decision must move the company forward.

7. Ultimate Objective

The ultimate responsibility of this position is to give the CEO complete financial visibility and confidence.

The CEO should be able to see the company's financial position at any time, understand its profitability, identify financial risks, and make decisions based on accurate numbers.

We are not hiring someone just to keep the books.

We are hiring someone to help protect, organize, and strengthen the financial foundation of the company.

Pay: $63,400.00 - $76,500.00 per year

Work Location: In person