Senior Bookkeeper & Office Manager
About The Position
We are seeking a proactive, highly organized Senior Bookkeeper & Office Manager to lead financial operations and office administration. Reporting directly to the CEO and working closely with the Leadership Team, this role serves as the operational anchor for a growing global team. The firm specializes in project management consulting and technology/tools implementation, with offices in the US, Costa Rica, and France, as well as contractors in the US and Canada. The role requires navigating multi-currency transactions, international contractor payments, and cross-border project workflows. The position oversees accounting for US and international entities, including reconciliations, accounts payable and receivable, payroll, cash-flow forecasting, financial risk monitoring, project accounting, client invoicing, and coordination with external accounting and tax advisors. It also manages daily operations at the Vancouver, WA headquarters and supports administrative logistics, vendors, subscriptions, and operational coordination across international offices and remote contractors. Initially, the role is 100% on-site in Vancouver, WA. In the longer term, there is an opportunity to transition to a flexible hybrid arrangement as workflows, systems, and global operational rhythms mature.
Requirements
- At least 7 years of progressive experience in full-charge bookkeeping, accounting, and office operations.
- Strong experience with Microsoft 365 and MS Office applications, including Excel, Word, SharePoint, Microsoft Teams, and PowerPoint.
- Must reside in the Vancouver, WA / Portland, OR metro area and be able to work on-site daily in the Vancouver office.
- Hands-on experience or familiarity with project/work-management software such as Asana, Smartsheet, Planner, MS Project, Monday.com, Jira, Harvest, or similar, and an understanding of consulting project workflows.
- Strong proficiency in cloud accounting software that supports multi-currency and multi-entity setups, such as QuickBooks Online Global or Xero.
- Advanced Excel or Google Sheets skills, including formulas, forecasting, and currency conversions.
- Comfort working across time zones, cultural contexts, and varying international business practices.
- High attention to detail and inclination to double-check multi-currency reconciliations and international contractor tax forms.
- Excellent written and verbal communication skills, including the ability to collaborate directly with the CEO, global leadership, and external international accounting advisors.
- Proactive mindset and ability to identify issues and work with Advisicon resources to address, surface, and resolve financial-related needs.
Nice To Haves
- Experience handling international transactions, multi-currency accounting, or cross-border contractor management.
Responsibilities
- Manage general ledger and core accounting functions across US and international entities, including multi-currency reconciliations, accounts payable, accounts receivable, and month-end and year-end closing routines.
- Maintain rolling cash-flow forecasts across entities, monitor local cash requirements in the US, Costa Rica, and France, and keep leadership informed about foreign-exchange considerations and transfer timing.
- Monitor company resources and proactively flag cost irregularities, tax or compliance discrepancies, and margin leaks across domestic and international operations.
- Process US employee payroll and oversee payments to international contractors and foreign entity teams, ensuring accurate local compliance and tax documentation, including W-9s, W-8BENs, and local invoicing compliance.
- Coordinate with external accounting and tax firms in the US, Costa Rica, and France on corporate tax filings, VAT/GST compliance, and regulatory reporting.
- Apply an understanding of consulting delivery workflows, from scope and SOW execution through resource allocation, milestone delivery, and final billing.
- Ensure consultant time, expenses, and deliverables are tracked across globally distributed teams using work-management platforms.
- Monitor project-level margins, resource utilization, and milestone billings; alert leadership to scope creep and cost overruns.
- Issue accurate, timely client invoices aligned with consulting contracts, including Time & Materials, Fixed Fee, and milestone-based arrangements, using foreign currencies where applicable.
- Manage daily physical operations at the Vancouver headquarters, including retrieving office mail, making bank deposits, and providing a productive environment for staff and a welcoming presence for visitors.
- Provide shipping estimates for client training materials and employee laptop shipments or returns; acquire, package, and ship materials for clients and employees.
- Manage office supplies, submit expense approvals when needed, place approved orders, and distribute items to requestors or stock.
- Place requested orders with vendors such as Amazon, Uline, Lenovo, and Office Depot after confirming an approved expense authorization.
- Open and close the headquarters by checking the office, turning off lights, securing interior and exterior doors, setting the alarm, and locking the front door.
- Support administrative logistics, tool licenses, and operational synchronization across international offices and remote contractors.
- Oversee global vendor relationships, SaaS subscriptions, and service agreements to maximize operational cost efficiency.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
No Education Listed
