Bookkeeper & Payroll Assistant

This is a remote position.

• 40 hours/week - Monday to Friday 8:30am to 5:30pm PST with 1 hour unpaid break
• Client timezone: PST (California)

Position Summary

The Bookkeeper & Payroll Assistant will handle day-to-day bookkeeping data entry in QuickBooks, prepare monthly financial reporting, assist with payroll hour tracking and submission, and manage follow-ups for outstanding customer payments. The ideal candidate is proactive, organized, tech-savvy, and comfortable communicating with U.S.-based staff and clients.

Key Responsibilities

Bookkeeping & Monthly Reporting

• Record daily transactions, receipts, and expenses in QuickBooks Online.
• Reconcile bank, credit card, and other accounts monthly.
• Categorize transactions accurately under trucking-related chart of accounts (fuel, settlements, insurance, maintenance, etc.).
• Prepare weekly summaries and monthly financial statements: Profit & Loss, Balance Sheet, and Cash Flow Summary.
• Generate monthly 13-week cashflow summaries showing revenue, expenses, and key insights.
• Maintain digital documentation for all entries (bills, receipts, settlements).

Payroll Hour Facilitation

• Collect and organize weekly timecards from Trucking software and other internal sources.
• Review for accuracy (hours, overtime, breaks).
• Prepare payroll input sheets for external processor (Smartway’s payroll vendor).
• Track employee pay rates, bonuses, and owner-operator deductions.
• Maintain confidentiality of employee and driver information.

Collections & Accounts Receivable

• Review open invoices in QuickBooks and factoring reports weekly.
• Send polite, professional payment reminders to customers via email or phone, in collaboration with billing staff.
• Update invoice status and notes in QuickBooks (Paid, Partial, Overdue).
• Coordinate with factoring company on missing PODs or invoice disputes.
• Create weekly AR aging report and summarize top overdue accounts.

Required Skills & Experience

• 2+ years bookkeeping or accounting experience (preferably with U.S.-based clients).
• Strong proficiency in QuickBooks Online (certification a plus).
• Familiarity with OneDrive, Excel, and PDF editing.
• Excellent written and spoken English.
• Prior experience in trucking, logistics, or dispatch environments preferred.
• Highly organized with attention to detail and ability to meet tight deadlines.
• Comfortable working independently with minimal supervision.

Tools You’Ll Use

• QuickBooks Online
• Microsoft OneDrive
• McLeod and/or LoadStop (training provided)
• WhatsApp for communication
• Excel reporting templates

Performance Metrics

• Accuracy of reconciliations and data entry
• Timeliness of financial reports (by the 10th of each month)
• On-time and error-free payroll prep
• Reduction in overdue AR and improved collection times

Independent Contractor Perks

• HMO Coverage for eligible locations
• Permanent work-from-home
• Immediate hiring