Bookkeeper / Administrative Assistant

Roles & Responsibilities Bookkeeper / Administrative Coordinator Multi-Entity Finance & Operations Support |

Prepared:

April 2026 Position Summary This role provides comprehensive bookkeeping and administrative support across all entities within the corporate umbrella. The ideal candidate is detail-oriented, proficient in cloud-based accounting and payroll platforms, and comfortable working with multiple legal entities simultaneously. Job Title Bookkeeper / Administrative Coordinator Employment Type Fractional (Part-Time Contract) OR Full-Time Employee Reports To Company Principal / Owner Entities Covered 7 companies under the corporate umbrella Primary Tools QuickBooks, Gusto, Melio, AgriFlight Logs Location In-Office Core Responsibilities 1. Bookkeeping — All Entities Maintain accurate and up-to-date books across all 7 companies using QuickBooks Online. Record and categorize all financial transactions on a timely basis Reconcile bank accounts and credit card statements monthly Maintain a clean chart of accounts for each entity Prepare monthly profit & loss statements and balance sheets Ensure inter-company transactions are properly documented and reconciled Flag discrepancies and resolve posting errors proactively 2. CPA & Tax Team Coordination Serve as the primary day-to-day liaison between the business and the external CPA firm. Respond to CPA information requests and document pulls in a timely manner Organize and deliver supporting documentation for quarterly and annual tax filings Track tax deadlines (federal, state, estimated payments) and communicate upcoming due dates Assist with year-end close activities and 1099/W-2 preparation Escalate questions requiring owner approval or strategic decisions 3. Payroll Processing — Gusto Own end-to-end payroll processing for all applicable entities using Gusto. Run payroll on the established schedule (weekly / bi-weekly / semi-monthly as applicable) Onboard and offboard employees in Gusto; maintain employee records Ensure accurate allocation of wages across entities and departments Monitor PTO balances, benefits deductions, and garnishments Reconcile payroll reports against QuickBooks each period Coordinate contractor payments and ensure 1099 reporting is current 4. Accounts Receivable — QuickBooks & AgriFlight Logs Support invoicing and collections to ensure timely cash inflows across all entities. Generate and send customer invoices based on completed work orders and AgriFlight Logs Cross-reference AgriFlight flight logs with job records to verify billable activity Monitor the AR aging report and follow up on outstanding balances Apply customer payments and reconcile deposits Communicate with customers regarding billing questions or disputes Maintain organized records of contracts, purchase orders, and invoices 5. Accounts Payable — Melio Manage vendor payments and expense processing through the Melio platform. Enter and code incoming vendor bills in QuickBooks; sync with Melio for payment Schedule bill payments for owner review and approval prior to processing Maintain vendor records including W-9s and payment preferences Reconcile the AP aging report to ensure no invoices are missed or duplicated Track recurring expenses and flag any unexpected cost increases Process employee expense reimbursements in a timely manner Responsibility Matrix P = Primary Owner | R = Review / Approval | S = Support Responsibility Area Bookkeeper / Admin Owner / Principal Bookkeeping - All Entities Primary Review/Approval CPA / Tax Communication Coordinator Final Approval Payroll Processing (Gusto) Primary Review Accounts Receivable (QB + AgriFlight) Primary Review Accounts Payable (Melio) Primary Approval Responsibility Area Bookkeeper / Admin Owner / Principal Month-End Close Primary Review/Approval Financial Report Preparation Support Review/Approval Qualifications & Skills Required 2+ years of bookkeeping experience, preferably across multiple entities Proficiency in QuickBooks Online (QBO) Hands-on experience with Gusto for payroll processing Experience with Melio or similar AP payment platforms Strong attention to detail and ability to manage competing priorities Excellent written and verbal communication skills Ability to work independently and meet deadlines with minimal supervision Preferred Experience in agricultural, aviation, or field-services industries Familiarity with AgriFlight or similar operational log software Associate's degree or higher in Accounting, Business, or related field Experience supporting multiple legal entities or holding company structures Bookkeeping certification (e.g., AIPB Certified Bookkeeper) Performance Expectations Success in this role will be measured by the following outcomes: Metric Target Books Accuracy Zero unreconciled discrepancies month-over-month Payroll Timeliness 100% on-time payroll runs with no compliance errors Invoice Turnaround Customer invoices issued within 2 business days of job completion AR Collections Aging 60+ days kept below agreed threshold AP Payments All vendor bills processed before due date; no late fees CPA Response Time CPA document requests fulfilled within 48 hours This document is intended for internal hiring and onboarding purposes. Responsibilities may be updated

Pay:

$35,000.00 - $45,000.00 per year

Benefits:

Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person