Senior Bookkeeper & Office Manager

Advisicon • Vancouver, WA

1d • Hybrid

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 an operational anchor for a growing global team. The firm has offices in the US, Costa Rica, and France, as well as contractors in the US and Canada. The role therefore involves multi-currency transactions, international contractor payments, and cross-border project workflows.

The position oversees bookkeeping and financial operations across US and international entities, including general ledger functions, accounts payable and receivable, reconciliations, payroll and contractor payments, cash-flow forecasting, financial risk monitoring, and coordination with external accounting and tax advisors. It also supports project accounting for consulting engagements, including time and expense tracking, project profitability, milestone billing, and client invoicing.

The role manages day-to-day operations at the Vancouver, Washington headquarters, including mail, deposits, shipping, supplies, purchasing, and opening and securing the office. It also supports international office logistics, vendor relationships, software subscriptions, and operational coordination across offices and remote contractors.

The position must be performed on-site daily in the Vancouver, WA office during initial onboarding. In the long term, there is an opportunity to transition to a flexible hybrid arrangement as workflows and systems mature.

Requirements

• At least 7 years of progressive experience in full-charge bookkeeping, accounting, and office operations.
• Must reside in the Vancouver, WA / Portland, OR metro area and be able to work on-site daily in the Vancouver office.
• Strong experience with Microsoft 365 and Microsoft Office applications, including Excel, Word, SharePoint, Teams, and PowerPoint.
• Hands-on experience or familiarity with project or work-management software and an understanding of consulting project workflows.
• Strong proficiency with 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.
• Ability to work across time zones, cultural contexts, and varying international business practices.
• High attention to detail, including careful review of multi-currency reconciliations and international contractor tax forms.
• Excellent written and verbal communication skills, with the ability to collaborate directly with the CEO, global leadership, and external international accounting advisors.
• Proactive approach to identifying financial needs and working with company resources to address or resolve them.

Nice To Haves

• Experience handling international transactions, multi-currency accounting, or cross-border contractor management is highly preferred.
• Familiarity with project/work management platforms such as Asana, Smartsheet, Planner, MS Project, Monday.com, Jira, or Harvest.

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.
• Maintain rolling cash-flow forecasts across entities, monitor local cash requirements in the US, Costa Rica, and France, and inform leadership about foreign exchange considerations and transfer timing.
• Monitor financial activity for 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 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 project delivery workflows, from scope and SOW execution through resource allocation, milestones, 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 and 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 mail and making bank deposits.
• Provide shipping estimates and acquire, package, and ship client training materials and employee equipment, including laptops, books, and flowcharts.
• Manage office supplies, submit expense approvals when needed, place approved orders, and distribute supplies to requestors or stock.
• Place requested orders through vendors such as Amazon, Uline, Lenovo, and Office Depot after confirming an approved expense authorization.
• Open and secure the headquarters by walking 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 coordination across international offices and remote contractors.
• Oversee global vendor relationships, SaaS subscriptions, and service agreements to maximize operational cost efficiency.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed