Finance & Bookkeeping Coordinator

Job Description

This is a remote position.

Part-time (20 hours a week)

Flexible during PST business hours

Finance & Bookkeeping Coordinator (Part-Time)

Purpose

The Finance & Bookkeeping Coordinator ensures the organization’s financial systems operate efficiently and accurately. This role oversees bookkeeping, payroll, invoices, reimbursements, and financial reporting while maintaining strong administrative and compliance systems to support day-to-day operations.

Key Responsibilities

1. Finance Management & Bookkeeping

Manage accounts payable and receivable, including invoices, reimbursements, and vendor payments.

Process payroll using platforms such as Gusto, Bill.com, or other accounting systems.

Maintain and reconcile QuickBooks (or equivalent software) on a weekly basis.

Track expenses and revenue for each program and contract.

Prepare monthly financial summaries for leadership and board review.

Maintain organized digital records of receipts, contracts, and transactions.

Support audit preparation, tax filings, and financial reporting requirements.

2. Budgeting & Reporting

Update budget trackers and financial forecasts across departments and programs.

Track grant and contract spending to ensure alignment with approved budgets.

Generate monthly and quarterly finance reports for internal and external stakeholders.

Assist leadership in preparing financial data for grant proposals and reports.

3. Payroll & Vendor Coordination

Collect, review, and process staff timesheets and contractor invoices.

Coordinate payment schedules and verify successful transfers.

Maintain W-9s, contracts, and vendor compliance documentation.

Respond to inquiries regarding payroll, reimbursements, and vendor payments.

4. Administrative & Compliance Support

Maintain up-to-date financial and operational documentation for staff and vendors.

Ensure all contracts, invoices, and reimbursements meet compliance standards.

Manage renewals and access for operational systems (e.g., Google Workspace, Airtable).

Support HR onboarding and offboarding processes related to payroll setup.

Draft and maintain financial standard operating procedures (SOPs).

5. Executive Support

Provide monthly financial summaries and insights to leadership.

Track funding deadlines, payments, and contract milestones.

Prepare financial visuals and summaries for board meetings and presentations.

Qualifications

2–3 years of experience in bookkeeping, finance, or administrative support.

Proficiency with QuickBooks or similar accounting software.

Strong understanding of payroll processing, budgeting, and expense tracking.

Excellent attention to detail, organization, and follow-through.

Ability to manage multiple priorities and work independently in a remote setting.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

ZR_29102_JOB

Requirements

Advanced proficiency in QuickBooks Online HR experience with an AU-based client / company Strong understanding of Australian bookkeeping practices, including BAS Excellent communication and documentation skills Detail-oriented, self-managed, and highly organized Ability to proactively identify and solve problems Previous experience supporting trade businesses is a strong advantage Independent Contractor Perks Permanent remote role with a collaborative team culture Opportunity to make a meaningful impact on business growth and stability Access to backup support and documented processes for smooth operations Be part of a company that values proactive communication and reliability Immediate hiring ZR_24527_JOB