5+ years in bookkeeping, operations, or administrative roles, preferably in an agency or professional services environment.
Proficient in QuickBooks Online with the ability to manage month-end close independently.
Knowledge of multi-state sales tax and economic nexus regulations.
Familiar with California employment law and payroll systems like Gusto or Rippling.
Strong written communication skills for client and agency correspondence.
Ability to navigate ambiguity and create processes from scratch.
Experience with ecommerce platforms and their reporting nuances.
Responsibilities
Manage full-cycle bookkeeping including accounts payable, accounts receivable, and reconciliations.
Oversee client invoicing, collections, and revenue recognition for various engagements.
Conduct cash flow forecasting and monthly profit and loss reviews with the CEO.
Handle expense management, contractor payments, and tax documentation.
Monitor and manage sales tax compliance and filings across multiple states.
Administer onboarding and offboarding processes, including employment agreements and payroll administration.
Support vendor management and contract administration, ensuring timely renewals and compliance.
Benefits
High degree of autonomy in role.
Direct collaboration with the founder.
Opportunity to work with a diverse range of clients and projects.
Involvement in both agency operations and client engagements.
Full Job Description
About the role
You'll be the operational spine of the business - the person who makes sure the money is right, the filings are on time, and nothing falls through the cracks while the team builds. This role serves both the agency and, for select engagements, our clients. You'll work directly with the founder with a high degree of autonomy.
What you'll do
Finance & Bookkeeping
Full-cycle bookkeeping in QuickBooks Online: AP, AR, reconciliations, month-end close
Client invoicing, collections, and revenue recognition across retainer and project engagements
Cash flow forecasting and monthly P&L review with the CEO
Expense management, corporate card reconciliation, contractor payments and 1099s
Coordination with outside CPA for tax prep and year-end
Sales Tax & Compliance
Monitor economic nexus thresholds across states for the agency and client entities
Manage registrations, filings, and remittances; own the compliance calendar
Administer sales tax automation (Stripe Tax, Avalara, or equivalent) and reconcile against platform reporting
Maintain entity filings, business licenses, registered agent, and insurance renewals
Human Resources
Onboarding and offboarding, employment agreements, contractor classification
Payroll administration and benefits liaison
Maintain employee records, policies, and handbook; ensure CA employment law compliance
Support hiring logistics as the team scales
Office & General Operations
Vendor and SaaS subscription management, including renewals and cost review
