Bookkeeper & Payroll Specialist

Beacon Veterinary Specialists•Fremont, CA

3d•$34 - $36•Remote

About The Position

Beacon Veterinary Specialists and its affiliated companies are seeking an experienced bookkeeper and payroll specialist to support accurate payroll, current financial records, and dependable recurring processes across three businesses. Reporting to the Director of People & Administration, this remote, full-time role owns payroll preparation, calculations, processing, reconciliation, and follow-through, as well as day-to-day bookkeeping. The role collaborates with operational leaders, ADP, the outside accounting firm, and the CEO. The company values exceptional attention to detail, workflow simplification, clear documentation, and responsible use of approved technology. The role prepares regular and off-cycle payroll; validates timecards and approved adjustments; calculates production pay, commissions, and bonuses; enters payroll in ADP; reviews registers against source data; and maintains payroll records and supporting documentation. Bookkeeping duties include processing bills in BILL.com, maintaining QuickBooks Online records, reconciling financial activity, maintaining collections and production records, and preparing reconciliations and records for the outside accounting firm. The position also maintains procedures, documents exceptions, helps train backup coverage, and identifies practical process improvements while protecting confidential information. Designated leaders retain final approval and payment-release authority. The position requires schedule flexibility to work Pacific Time business hours during payroll cycles and attend scheduled meetings on Pacific Time. A reliable private workspace and careful handling of employee and financial information are essential. Compensation is $34–$36 per hour, depending on experience. Benefits include medical, dental, and vision coverage; paid time off; seven paid holidays; a retirement plan; an Employee Assistance Program; and company-provided equipment. Benefits are subject to eligibility requirements and plan terms. Any offer is contingent upon completion of a job-related background check conducted in accordance with applicable law.

Requirements

3–5 years of relevant payroll and bookkeeping experience preferred, including full-cycle payroll processing, reconciliations, and resolving discrepancies.
Strong spreadsheet and QuickBooks Online skills.
Experience with multi-entity or multi-client work and variable compensation such as production pay, commissions, bonuses, or incentives.
Ability to reconcile source data and account activity, explain differences, and maintain a clear audit trail.
Good judgment, discretion, clear written communication, and reliable follow-through in a remote environment.
Relevant education or equivalent practical experience.
Ability to adjust schedule to work Pacific Time business hours during payroll cycles and attend scheduled meetings on Pacific Time.
Reliable private workspace and careful handling of employee and financial information.

Nice To Haves

ADP experience.
BILL.com experience.

Responsibilities

Prepare regular and off-cycle payroll, collecting and validating timecards, reimbursements, incentives, deductions, and other approved adjustments.
Calculate doctor-production pay, commissions, and bonuses using established formulas; reconcile source reports and flag missing or conflicting information.
Enter payroll in ADP, check registers against source data, investigate differences, and prepare a clear package for review and approval.
Maintain payroll calendars, workbooks, employee-balance records, and supporting documentation, and communicate clearly about corrections and approved pay.
Coordinate payroll questions and follow-through with managers, the Director of People & Administration, and ADP.
Review the shared accounting inbox and collect invoices and supporting records.
Enter and code bills in BILL.com, route them for approval, and follow up on missing approvals, duplicates, credits, and discrepancies.
Maintain QuickBooks Online records and reconcile bank, credit-card, merchant, and clearing-account activity.
Maintain daily collections and doctor-production records used for payroll and accounting.
Prepare monthly reconciliations and financial records for the outside accounting firm, and help assemble vendor payment records for annual 1099 reporting.
Keep procedures and checklists current, document exceptions, and help train a backup.
Identify ways to reduce duplicate entry and use approved automation while protecting confidential information.
Prepare, process, and reconcile work while leaving final approval and payment-release authority to designated leaders.