Operational Bookkeeper

<p><strong>About Extenteam</strong></p>
<p>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.<br><br>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.</p>
<p><strong>Our Leadership Philosophy</strong></p>
<p>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.</p>
<p>To learn more about the "founder mode" philosophy and how it shapes our operations, you can explore this <a href="https://www.businessinsider.com/airbnb-ceo-brian-chesky-what-founder-mode-really-means-2024-10">link</a>. Understanding this mindset will provide valuable context for how we operate and what we value in our team members.</p>
<p><strong>What This Role Is About:</strong></p>
<p>We are seeking a detail-oriented and experienced <strong>Operational Bookkeeper</strong> to join<strong> Tax and Business Solutions</strong>, 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.</p>
<p>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.</p>
<p><strong><span class="notion-enable-hover" data-token-index="0">Your Main Responsibilities:</span></strong></p>
<h2><strong>Key Responsibilities</strong></h2>
<h3><strong>1. Bookkeeping & Financial Transactions</strong></h3>
<ul>
<li>Enter, organize, and maintain financial transactions, receipts, invoices, and bills accurately.</li>
<li>Create and enter bills and invoices into QuickBooks or other applicable accounting systems.</li>
<li>Process and record payments while ensuring transactions are properly categorized.</li>
<li>Reconcile bank and financial account statements and identify discrepancies.</li>
<li>Monitor financial records for accuracy and completeness.</li>
<li>Maintain organized digital financial records and documentation.</li>
<li>Assist with month-end bookkeeping and financial reporting processes.</li>
<li>Research and resolve discrepancies related to billing, payments, and financial transactions.</li>
<li>Prepare ad hoc financial reports using QuickBooks, Excel, Google Sheets, or other applicable tools.</li>
<li>Assist with accounts receivable activities, including monitoring outstanding balances and following up on past-due invoices.</li>
</ul>
<h3><strong>2. Tax Document & Client Intake Support</strong></h3>
<ul>
<li>Collect, organize, and maintain tax documents received from clients.</li>
<li>Review incoming documentation for completeness and follow up on missing or outstanding items.</li>
<li>Collect prior-year tax returns, intake forms, and other required client documentation.</li>
<li>Assist with the firm's welcome-packet and client onboarding processes.</li>
<li>Maintain accurate client records and ensure documentation is properly organized within the firm's systems.</li>
<li>Enter relevant client and tax information accurately into tax preparation software.</li>
<li>Support the tax team by ensuring required information and documentation are available when needed.</li>
<li>Maintain confidentiality and appropriately handle sensitive client financial and tax information.</li>
</ul>
<h3><strong>3. Engagement & Client Workflow Management</strong></h3>
<ul>
<li>Prepare, send, and track engagement letters and electronic signatures.</li>
<li>Set up and maintain client portals.</li>
<li>Monitor outstanding e-signatures and follow up as needed.</li>
<li>Manage and track client onboarding activities from initial intake through completion.</li>
<li>Maintain accurate workflow and task statuses within the firm's practice-management system.</li>
<li>Move jobs through the appropriate workflow stages and update deadlines, dates, and task statuses.</li>
<li>Monitor workflow queues to help ensure assignments remain on schedule.</li>
<li>Coordinate with tax professionals, accountants, and administrative team members to ensure timely completion of client-related tasks.</li>
<li>Identify workflow delays or missing information and communicate them to the appropriate team member.</li>
</ul>
<h3><strong>4. Accounts Receivable & Billing Support</strong></h3>
<ul>
<li>Monitor accounts receivable and outstanding client balances.</li>
<li>Conduct professional follow-ups regarding past-due invoices.</li>
<li>Maintain accurate records of outstanding balances and payment activity.</li>
<li>Assist with resolving billing and payment questions.</li>
<li>Communicate with internal team members regarding client billing status and outstanding items.</li>
<li>Support the team with maintaining accurate billing records and documentation.</li>
</ul>
<h3><strong>5. Operational & Management Reporting</strong></h3>
<ul>
<li>Prepare recurring and ad hoc management reports for the executive team.</li>
<li>Track operational metrics and team activity as requested.</li>
<li>Generate reports related to team member productivity and workflow activity, including:</li>
<ul>
<li>Number of phone calls handled by team members.</li>
<li>Number of tax returns sent to clients.</li>
<li>Number of tax returns or jobs whose status was changed.</li>
<li>Workflow and task completion metrics.</li>
<li>Other operational KPIs requested by management.</li>
</ul>
<li>Maintain accurate reporting data and identify inconsistencies before reports are submitted.</li>
<li>Assist leadership with gathering and organizing information needed for operational decision-making.</li>
</ul>
<h3><strong>6. Administrative & Operational Support</strong></h3>
<ul>
<li>Provide cross-functional administrative and operational support to the tax and accounting teams.</li>
<li>Monitor shared email inboxes and organize incoming receipts, documents, and client correspondence.</li>
<li>Maintain organized digital files and documentation within Google Drive and other company systems.</li>
<li>Assist with identifying and resolving administrative or workflow issues.</li>
<li>Communicate clearly with internal team members regarding deadlines, missing information, and outstanding tasks.</li>
<li>Assist with improving and documenting internal processes as the firm's systems and workflows evolve.</li>
<li>Perform other operational and administrative tasks as needed.</li>
</ul>
<h2><strong>Compliance & Confidentiality</strong></h2>
<ul>
<li>Maintain strict confidentiality when handling client financial, tax, and personal information.</li>
<li>Follow company policies and established procedures for handling financial and client documentation.</li>
<li>Ensure records are complete, accurate, and properly maintained.</li>
<li>Follow applicable accounting, tax-office, and data-handling procedures.</li>
<li>Maintain organized documentation for internal reviews and audits when applicable.</li>
</ul>
<h2><strong>Software & Technology</strong></h2>
<ul>
<li>Utilize QuickBooks and other accounting software to maintain accurate financial records.</li>
<li>Utilize tax preparation software for accurate data entry and client information management.</li>
<li>Utilize practice-management and workflow systems to track client engagements and assignments.</li>
<li>Utilize electronic signature and client portal platforms.</li>
<li>Use Microsoft Excel, Google Sheets, Google Drive, and other productivity tools.</li>
<li>Quickly learn and adapt to new software, systems, and technology.</li>
<li>Collaborate with internal team members to identify opportunities to improve system functionality and workflow efficiency.</li>
</ul>
<p><strong><span class="notion-enable-hover" data-token-index="0">What We’re Looking For:</span></strong></p>
<ul>
<li><strong>Excellent written and verbal English skills. No exceptions.</strong></li>
<li>This position will communicate with clients, team members, and leadership through email, phone, messaging platforms, and other communication channels.</li>
<li>Proven experience as a bookkeeper, accounting assistant, tax administrative assistant, or similar role.</li>
<li>Experience working in an accounting, tax preparation, bookkeeping, or professional services environment preferred.</li>
<li>Strong understanding of bookkeeping and basic accounting principles.</li>
<li>Proficiency with accounting software, particularly QuickBooks.</li>
<li>Experience with Excel and/or Google Sheets.</li>
<li>Strong attention to detail and accuracy.</li>
<li>Excellent organizational and time-management skills.</li>
<li>Ability to manage multiple priorities and deadlines.</li>
<li>Strong written and verbal communication skills.</li>
<li>Strong problem-solving and critical-thinking skills.</li>
<li>Ability to work independently with minimal supervision.</li>
<li>Ability to handle confidential financial and client information with discretion.</li>
<li>Tech-savvy and able to learn new software and systems quickly.</li>
<li>Strong follow-through and accountability for assigned tasks.</li>
</ul>
<h2><strong>Nice to Haves</strong></h2>
<ul>
<li>Previous experience working for a CPA firm, accounting firm, tax preparation firm, or bookkeeping company.</li>
<li>Experience with tax preparation software.</li>
<li>Experience with practice-management or accounting workflow systems.</li>
<li>Experience managing client portals and electronic signatures.</li>
<li>Experience with accounts receivable and collections follow-up.</li>
<li>Familiarity with tax return preparation workflows and client intake processes.</li>
<li>General understanding of U.S. tax preparation processes and terminology.</li>
<li>Experience preparing management and operational reports.</li>
<li>Experience working in a fast-paced professional services environment.</li>
</ul>
<p><strong>Technical Requirements:</strong></p>
<ul>
<li>Internet speed minimum 30mbps: Needs to be Wired (Buy a dongle if no LAN port)</li>
<li>i5 11th Gen or higher</li>
<li>Windows 11 / MacOS Catalina or higher</li>
<li>Minimum of 8 GB RAM</li>
<li>Private and quiet dedicated home office area (no roosters, dogs, children's noises in the background)</li>
<li>Back-ups in case of power or internet provider interruptions</li>
<li>Good headset and webcam (preferably noise-canceling headset)</li>
</ul>
<p><strong>Why You’ll Love Working with Us: </strong></p>
<ul>
<li><strong>Competitive Salary</strong> — We offer a competitive salary that reflects the candidate’s experience, skills, and responsibilities.</li>
<li><strong>Remote Work</strong> — This role is 100% remote, allowing flexibility and eliminating daily commute.</li>
<li><strong>Paid Time Off</strong> — Standard leave entitlements (vacation, sick leave, vacation leave) for rest and well-being.</li>
<li><strong>HMO Coverage</strong> — 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.</li>
</ul>
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