About the Role

We are seeking an experienced and detail-oriented Senior Bookkeeper to manage day-to-day accounting and financial operations, including full-cycle bookkeeping, accounts receivable/payable, bank reconciliations, and tax documentation for US entities.

The ideal candidate has a strong grasp of US accounting principles, experience with Xero (and optionally QuickBooks), and a working knowledge of 1099/W-2 preparation, payroll coordination, and compliance filings with both the IRS and state agencies. This position will play a vital role in ensuring financial accuracy, compliance, and timely reporting for management.

Key Responsibilities

General Accounting & Bookkeeping

Maintain accurate and up-to-date general ledgers in Xero and related systems.
Perform monthly bank and credit card reconciliations.
Manage journal entries, adjustments, and accruals to ensure accurate financial statements.
Prepare trial balances, P&L statements, balance sheets, and cash-flow reports.
Handle multi-currency transactions and reconciliations when applicable.

Accounts Payable (A/P)

Review, code, and process vendor bills in Xero.
Manage approval workflows and ensure payments are made within terms.
Maintain vendor records and W-9 forms; reconcile vendor accounts monthly.
Communicate with vendors to resolve billing discrepancies or payment issues.

Accounts Receivable (A/R)

Issue invoices and credit memos; record payments accurately.
Track outstanding balances and follow up with clients for overdue invoices.
Generate A/R aging reports and flag risks of late or doubtful accounts.
Coordinate with the sales team to ensure invoicing accuracy and timely collections.

Payroll & Compliance

Process payroll or coordinate with third-party payroll providers.
Manage employee and contractor classifications (W-2 vs 1099) and maintain proper records.
File or assist with quarterly and annual payroll reports (Form 941, 940, W-2, W-3, 1099-NEC, etc.).
Ensure adherence to federal and state payroll tax regulations.

Tax & Reporting

Prepare and organize financial data for CPA review and annual tax filings.
Assist with 1099/W-9 management for contractors and T4A/CRA filings for Canadian entities (if applicable).
Maintain compliance with IRS documentation and audit-ready records.
Support year-end closing and assist external accountants with reconciliations.

Client & Vendor Coordination

Serve as the financial liaison for clients and vendors—ensuring clarity in payments, billing, and collections.
Respond promptly to inquiries and provide excellent customer service.
Coordinate with management and external accountants on month-end and year-end deliverables.

Required Skills & Experience

Minimum 5 years of professional bookkeeping experience, preferably with small to mid-sized businesses in the US.
Strong proficiency in Xero; working knowledge of QuickBooks Online or Wave is an advantage.
Solid understanding of GAAP, US 1099/W-2 requirements, and payroll reporting.
Familiarity with sales tax, state compliance, and multi-entity bookkeeping.
Exceptional attention to detail and high accuracy in financial data entry.
Strong organizational, analytical, and time-management skills.
Excellent communication skills and ability to collaborate with internal teams, vendors, and external accountants.
Advanced Excel/Google Sheets proficiency (pivot tables, reconciliation templates).

Bonus Skills

Experience with tools such as Hubdoc, Gusto, Bill.com, Dext, or Expensify.
Understanding of Canadian CRA filings (T4A/T5018) is a plus.
Experience supporting startups or multi-entity businesses with cross-border transactions.

Why Join Us

Work with an innovative, AI-driven company modernizing financial operations for North American businesses.
Flexible, fully remote role with autonomy and growth potential.
Collaborate directly with senior management in a dynamic, fast-paced environment.

Bookkeeper Accountant