Finance Administrator and Bookkeeper

Position

We are looking for an adept Finance Administrator / Bookkeeper who is familiar with the dynamics of a mid-size software development/technical consulting firm. The ideal applicant should be proficient in QuickBooks Online, Excel, Word, and comfortable working with in-house database systems. The position reports directly to the Director of Operations. Many of our staff work remotely, so we’re looking for someone who’ll be comfortable and experienced working with a partly distributed workforce, and who can also work onsite in our Oakland and other Bay Area offices at least one or two days per week. 

The position requires someone with impeccable attention to detail, and experience with day-to-day bookkeeping & accounting and report generation. 

Working for Beezwax is fun, creative, and challenging. We are looking for someone exceptional, who will become an integral part of the team. 

Duties will include: 

• Enter and import transactions into QuickBooks Online, and ensure transactions are categorized/coded correctly. 
• Reconcile accounts and books monthly, and ensure books are consistent with other sources of financial data. 
• Prepare monthly, quarterly, and annual financial reports for management review. Provide accompanying notes on any out-of-the-ordinary deltas between periods. 
• Track cash flow, reimbursements, disbursements, and commissions. 
• Support Payroll processing, including reviewing staff time entries and giving feedback regarding rigor and consistency with policy. 
• Prepare end of year books and reports for outside accounting firm in support of annual income tax filings. This requires sourcing data from multiple systems and generating both standard and custom reports. 
• Manage multiple state and city sales and business license tax calculations and submissions. 
• Make journal entries and other corrections to the accounts as needed. 
• Provide primary support to and perform the accounts payable (AP) function including reviewing and processing vendor and staff expense claims, ensuring all required documentation is submitted and maintained, and AP is processed consistently with financial policies and procedures. 
• Respond to AP-related inquiries from vendors, service providers, staff, financial institutions and governmental regulatory agencies. 
• Maintain vendor and contractor W-9 records and prepare, process, and distribute 1099-Misc Income tax information and forms annually. 
• Maintain business insurance information, including being primary contact with the broker, tracking policy renewals, providing certifications to clients, and presenting quotes and changes to management. 
• Fulfillment of software license purchases for customers in coordination with the product and account management teams. 
• Enter and maintain accurate administrative records in electronic and paper form, including database and financial records, and various program/administrative files. Ensure compliance with storage requirements and records retention schedule. 
• Perform special projects such as researching information, summarizing data, evaluating alternatives and preparing narrative or statistical reports.
• Provide general department and company administrative support as needed; act as back-up for other team functions.

Requirements

• Two to four years of experience in a similar position 
• A flair for numbers, work well with people, aggressively anticipate impacts of workload/issues to team deadlines, and have a very positive work attitude. 
• Ability to efficiently detect and correct discrepancies in financial data.
• Experience training quickly on unfamiliar systems.
• Ability to organize and problem solve multiple requests and areas of responsibility.
• Advanced Excel skills, ability to work with lookups and pivot tables. 
• Proficiency in QuickBooks and MS Office Suite. 
• Familiarity and comfort working with FileMaker preferred. 
• Familiarity using Mac OS systems. 
• Strong organizational, analytical, and interpersonal skills. 
• Strong verbal and written communication skills. 
• Self-motivated to learn new concepts and participate in new projects.

Benefits

• Competitive compensation 
• Retirement plan with employer matching 
• Excellent healthcare package with vision and dental 
• Support for productivity and continued learning in the forms of hardware, software, learning materials, training, and conferences

Salary: $65,000-$90,000 depending on experience.