Note: The job is a remote job and is open to candidates in USA. Spy Ego Media LLC is seeking a Senior Bookkeeper & Payroll Administrator responsible for overseeing day-to-day accounting functions, payroll processing, and financial recordkeeping. The role requires ensuring the accuracy and integrity of financial data while maintaining compliance with various regulations.
Responsibilities
- Perform full-cycle bookkeeping for multiple business units within the organization
- Maintain the General Ledger and Chart of Accounts
- Record and reconcile daily financial transactions
- Prepare monthly, quarterly, and annual financial statements
- Perform month-end and year-end closing activities
- Prepare journal entries and adjusting entries
- Reconcile all bank accounts, credit cards, loans, and other financial accounts
- Maintain fixed asset schedules and depreciation records
- Monitor company cash flow and prepare cash forecasting reports
- Assist leadership with budgeting and financial planning
- Work directly with external CPAs during annual audits and tax preparation
- Assist with processing vendor invoices accurately and timely
- Match purchase orders, invoices, and receiving documentation
- Schedule vendor payments
- Maintain vendor files and W-9 documentation
- Process 1099 reporting
- Resolve vendor billing discrepancies
- Negotiate payment terms when appropriate
- Monitor recurring expenses and subscriptions
- Generate customer invoices
- Monitor customer accounts
- Apply customer payments
- Track aging reports
- Perform collections professionally
- Resolve billing issues
- Maintain customer credit information
- Assist project managers with billing documentation
- Process weekly, bi-weekly, semi-monthly, or monthly payroll accurately and on schedule
- Maintain employee payroll records
- Calculate wages, overtime, bonuses, commissions, and prevailing wage requirements when applicable
- Process garnishments, child support orders, tax levies, and other payroll deductions
- Ensure payroll tax compliance
- File payroll tax reports
- Coordinate payroll with HR regarding new hires, terminations, promotions, and employee changes
- Maintain PTO, sick leave, vacation, and holiday balances
- Prepare W-2s and other year-end payroll reporting
- Reconcile payroll accounts
- Ensure confidentiality of employee payroll information
- Assist with employee onboarding documentation
- Maintain employee personnel files
- Process benefits enrollment changes
- Coordinate payroll deductions for benefits
- Maintain employment records
- Assist with workers' compensation reporting
- Support unemployment claims documentation
- Assist with compliance reporting
- Prepare monthly management reports
- Prepare profit and loss statements
- Prepare balance sheets
- Prepare cash flow reports
- Prepare job costing reports
- Prepare departmental expense reports
- Monitor budget variances
- Assist leadership with financial analysis
- Create dashboards and KPI reporting
- Track project costs
- Monitor labor allocations
- Maintain construction job costing
- Track subcontractor expenses
- Process certified payroll when required
- Assist with grant reporting
- Maintain project budgets
- Support contract billing
- Monitor project profitability
- Maintain financial filing systems
- Organize electronic financial records
- Prepare executive reports
- Coordinate insurance renewals
- Assist with business licensing renewals
- Manage vendor contracts
- Support office administration
- Assist executive leadership with special projects
- Coordinate document retention policies
- Maintain confidentiality of all financial records
- Ensure compliance with company financial policies
- Maintain compliance with federal, state, Tribal, and local regulations
- Assist with internal audits
- Maintain internal financial controls
- Recommend improvements to accounting processes
- Support cybersecurity policies related to financial information
- Maintain compliance with payroll regulations
- Assist with government reporting requirements
Skills
- Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred
- Minimum of 5 years of progressively responsible bookkeeping, accounting, and payroll administration experience
- Demonstrated experience performing full-cycle bookkeeping, including accounts payable, accounts receivable, bank reconciliations, general ledger maintenance, and month-end/year-end closing
- Proficiency with QuickBooks Online is required, including company setup, chart of accounts management, payroll processing, financial reporting, bank reconciliations, budgeting, and job costing
- Experience using BambooHR is preferred, including employee onboarding, time-off management, employee records, payroll coordination, benefits administration, and HR reporting
- Experience processing payroll for multiple employees while ensuring compliance with federal, state, and local payroll tax regulations
- Strong understanding of Generally Accepted Accounting Principles (GAAP)
- Experience preparing monthly financial statements, management reports, and supporting annual tax preparation and financial audits
- Advanced proficiency with Microsoft Excel, including formulas, pivot tables, lookups, and financial reporting
- Excellent organizational, analytical, and problem-solving skills with exceptional attention to detail
- Ability to maintain the highest level of confidentiality while handling sensitive financial and employee information
- Excellent written and verbal communication skills with the ability to work collaboratively across departments
- Ability to prioritize multiple deadlines and work independently in a fast-paced environment
- Certified Bookkeeper (CB), Certified Payroll Professional (CPP), or similar professional certification
- Experience in construction accounting, project costing, and job costing
- Experience working with government contracts, Tribal organizations, grants, or federally funded projects
- Experience with certified payroll and prevailing wage reporting
- Experience managing multi-company or multi-entity accounting environments
- Familiarity with expense management platforms, banking portals, and electronic payment systems
- Experience supporting audits and implementing accounting process improvements
Benefits
- 401(k) Retirement Plan
- Paid Time Off (PTO)
- Paid Holidays
- Professional Development Assistance
- Certification Reimbursement
- Employee Assistance Program
- Company Laptop and Mobile Phone Reimbursement (if applicable)
Company Overview