Job Description

BOOKKEEPER & CONTRACT BILLING SPECIALIST

RESPONSIBILITIES

Bookkeeping (QuickBooks Desktop)

• Enter bills and record deposits from the finance inbox twice a week
• Sync and code bank feed transactions weekly
• Make sure payroll is recorded in the correct month
• Reconcile bank accounts and support the monthly review
• Prepare AP payment runs for approval and process approved payments through QuickBooks Bill Pay
• Follow up with customers on invoices past net 45 and keep an AR tracking sheet up to date
• Enter subcontractor timesheet data as invoices
• Process monthly partner commission payments
• Send out consulting services invoices at the start of each month for the previous month

Contract invoicing (Work 365)

• Prepare and send about 30 Microsoft licensing and services invoices a month, mostly in the second week
• Handle high-dollar billing with a very high level of accuracy
• Do light contract maintenance throughout the month

Quoting (HubSpot)

• Build quotes for Microsoft products and services
• Apply your knowledge of Microsoft contracts across quoting, contract management, and invoicing

Sales tax

• File monthly or quarterly sales tax returns for four to five states

Additional work, once you're ramped up

• Submit project claims in the Microsoft Partner Portal
• Clean up and maintain the CRM
• Help send, collect, and report on customer satisfaction surveys

Requirements

REQUIREMENTS & QUALIFICATIONS

• 3+ years of hands-on bookkeeping experience, including full month-end cycles and bank reconciliations
• Strong QuickBooks skills (Desktop is a big plus)
• Experience with AP, AR, and follow-up collections
• Exposure to U.S. sales tax filings, ideally across multiple states
• High attention to detail, especially when you're billing high-dollar invoices
• Professional written and spoken English, since you'll have some contact with customers and vendors about billing, payments, and quotes
• Comfortable learning new systems. Experience with Work 365, HubSpot, Microsoft licensing (CSP/EA), or another IT or SaaS billing environment is a strong plus, but the client will train you
• A track record of staying in roles long-term