Executive Bookkeeper & Administrative Coordinator (Remote)

Company Overview

ClearDesk was founded based on years and years of our own experience in prior businesses in outsourcing amazing talent from places like Colombia, India, and the Philippines. We now live in a world where high-speed internet and the latest technology allow us to build a team of amazing people all across the world.

At ClearDesk, we handle the sourcing, recruiting, and management of our overseas talent as they work with our clients. Our goal is to provide exceptional service that exceeds expectations, and we take pride in our ability to match each client with the right talent to suit their unique needs

Our Mission

At ClearDesk, we're passionate about helping people succeed. Our mission is to assist clients in building top-performing teams in the most cost-effective way possible, enabling them to thrive in today's competitive business landscape. Additionally, we're committed to helping our remote talent develop their careers within outstanding teams while supporting their families.

But we don't stop there. We're constantly pushing ourselves to grow and learn by surrounding ourselves with the very best talent. This culture of continuous improvement enables us to provide even better service to our clients and team members alike. At ClearDesk, we believe that when everyone succeeds, we all succeed.

Job Description

We are seeking a highly organized and detail-oriented Executive Bookkeeper & Administrative Coordinator to manage financial processes and support our leadership with administrative tasks. This dual-role position is perfect for someone with strong accounting or bookkeeping experience and a knack for staying on top of details, deadlines, and documentation.

Responsibilities

• Reconcile transactions and ensure accurate recording of all expenses in QuickBooks
• Enter and categorize bills properly and ensure categorization of expenses
• Manage Accounts Payable following a structured payment schedule
• Draft and manage customer invoices and estimates Support project closeouts by reconciling financials and ensuring completeness
• Monitor and manage the administrative email inbox, filter and organize messages, forward important communications
• Answer and screen phone calls via RingCentral; direct to the appropriate team members
• Provide general administrative support to company leadership
• Maintain and update financial reports; assist in generating profitability insights
• Assist in cleaning up and optimizing QuickBooks for better project tracking
• Implement improved financial processes and ensure proper expense assignment
• Help manage timely bill payments
• Organize and maintain digital financial records for accessibility

Tools

• QuickBooks Advanced (Online)
• Microsoft 365 (Outlook, SharePoint, Word, Excel, Teams)
• Ring Central

Requirements

• College educated
• Candidates must provide either an NBI Clearance or Police Clearance (preferred) upon hiring
• Must be comfortable with using Hubstaff, a time-tracking application
• Proven experience in bookkeeping or accounting
• Proficient in QuickBooks Online Advanced, including AP, AR, and invoicing
• Strong organizational skills with high attention todetail
• Proficient with Microsoft Excel, Word, Outlook, and SharePoint
• Professional-level English (written and verbal/voice)
• Computer or laptop with access to the internet (minimum speed of 25Mbps)

Hardware Requirements

• At least a 720p HD Webcam
• A noise-canceling headset
• At least a 25mbps primary internet connection
• A backup laptop, backup internet connection device, and backup power supply in case of power outage and emergencies
• Minimum recommendation for your main computer: Intel Core i5 or equivalent with 8 GB RAM or higher
• Minimum recommended for your backup computer: Intel Core i3, 4 GB RAM

Compensation and Benefits

• Competitive salary
• Work from home
• Prepaid HMO
• Bonuses and incentives Paid training

Important Reminder: ClearDesk does not ask for any monetary payments or fees as part of our employment process. If you encounter any request for payment, please disregard it and report it to us immediately. For your security, please ensure that all communications are conducted through emails originating from (@cleardesk.com or @cleardeskteam.com)