Office Manager/Bookkeeper

We are seeking an office manager/bookkeeper. This is a part-time position with potential for full-time in the future. This is a remote position with occasional in-person meetings in Portland, Oregon. The ideal candidate is extremely organized, with prior experience with bookkeeping and office management. The ability to work independently and provide accurate updates is a must.

Key Responsibilities:

• Billing & Invoicing: Manage client billing using QuickBooks, including processing recurring sales receipts, creating credit memos, and resolving payment processing errors.
• Time Tracking & Retainers: Oversee time tracking in Harvest and carefully reconcile Harvest data with QuickBooks, including the process of drawing from client retainers to pay outstanding invoices.
• Vendor Reconciliation: Track and reconcile vendor expenses (such as Constant Contact, Hover domain renewals, and Google Ads/PPC) and ensure they are accurately rebilled to client accounts.
• Client Onboarding: Handle the administrative setup for new clients by formatting and sending contracts via DocuSign, creating Basecamp projects, and setting up dedicated Slack channels.
• Process Improvement: Assist in maintaining and updating Standard Operating Procedures (SOPs) to ensure clarity in responsibilities and keep team workflows organized.
• Collaboration: Work with outside accounting firm, assign needed tasks and monitor accuracy.

Preferred Experience

• Advanced bookkeeping skills
• Previous experience in the digital marketing or landscaping industry is a plus
• Comfortable with: Zoom, Slack, Basecamp, DocuSign, Google Workspace (Docs, Sheets, Gmail)
• Experience using Claude/ChatGPT as a tool, or willingness to learn and adapt to new technologies