We're looking for a Finance and Operations Assistant to support the day-to-day back-office operations of a growing multi-location automotive repair business. You will own vendor reconciliation, QuickBooks management, accounts receivable reporting, invoice processing, and employee timekeeping — keeping the financial and administrative side of the business clean, accurate, and running without things slipping through the cracks.
This is a reliability-first role. The most important qualities here are not advanced finance expertise but consistency, accountability, and follow-through. QuickBooks experience is a hard requirement. Everything else can be learned if the foundation is right. If you are organized, detail-oriented, trustworthy with financial data, and take genuine pride in making sure nothing falls through, this role is a strong fit.
Why You'll Want to Join
- You will be paid in USD (bi-monthly: every 15th and 30th)
- Paid Time Off in accordance with company policy
- Observance of Holidays per company guidelines
- 100% remote setup so you can work wherever you're most productive
- This role requires availability during US Pacific Time hours, Monday through Saturday (schedule is flexible after onboarding)
- Work directly with the owner of a growing multi-location business with real operational ownership from day one
- Stable, long-term role with clear responsibilities and room to grow as the business expands
What You'll Work On
Vendor Reconciliation
- Reconcile vendor statements in the first 10 days of each month by matching invoices to statements
- Identify any unbilled or unshipped items and flag discrepancies for resolution
- Ensure early payment discounts of 2 to 6 percent are identified and claimed where applicable
Invoice Processing and Payments
- Submit approved invoices through payment software for owner review
- Prepare invoices for check printing and mailing in coordination with the owner and business partner
- Maintain organized records of all submitted and processed invoices
QuickBooks Management and Bookkeeping Support
- Match credit card batch payments to daily bank deposits in QuickBooks
- Pull accounts receivable reports on a regular basis and flag overdue accounts for follow-up
- Support basic bookkeeping tasks and periodic cleanup to keep the books accurate and current
- Generate standard financial reports as needed for owner review
Employee Timekeeping
- Remote into the point-of-sale system at each shop location to review employee clock-in and clock-out records
- Identify and flag any timekeeping issues, discrepancies, or missing entries for correction
- Maintain accurate timekeeping records across all locations
Administrative and Operational Support
- Support the owner with back-office administrative tasks and special projects as needed
- Assist with occasional personal administrative tasks when requested
- Maintain organized records, files, and documentation across all operational areas
What You Bring
- Proven hands-on experience with QuickBooks — this is a hard requirement for this role
- Solid understanding of basic bookkeeping and accounting principles including accounts payable, accounts receivable, and bank reconciliation
- Ability to pull and interpret standard financial reports without requiring advanced finance expertise
- Highly reliable and consistent with strong follow-through on recurring tasks and deadlines
- Detail-oriented with a zero-tolerance approach to errors in financial records and reconciliations
- Comfortable working remotely into business systems and point-of-sale platforms
- Trustworthy and discreet when handling sensitive financial and employee data
- Available to work Monday through Saturday during US Pacific Time hours, at least during onboarding
Nice to Have
- Experience with HR administrative tasks such as posting job listings, screening applicants, and conducting initial calls
- Background supporting a small business owner or multi-location operation
- Experience working with automotive, retail, or service-based businesses
- Familiarity with payment processing software or accounts payable platforms
- Prior experience in a finance or operations role covering both bookkeeping and administrative responsibilities
How to Apply
Please include:
- Your updated resume
- A short Loom video (1 to 2 minutes) introducing yourself, describing your QuickBooks experience, and walking through how you handle a vendor reconciliation or accounts receivable process in a previous role
Only candidates who submit a Loom video will be moved to the next step of the hiring process.
If you are reliable, detail-oriented, comfortable with QuickBooks, and want to be the person a business owner depends on to keep the back office running cleanly without being followed up, this role gives you the stability and the direct impact to do your best work.
Application Process Overview
Our comprehensive selection process ensures we find the right fit for both you and our clients:
- Initial Application - Submit your application and complete our prequalifying questions
- Video Introduction - Record an video introduction to showcase your communication skills and work experience
- Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
- Recruitment Interview - Initial screening with our talent team
- Executive Interview - Meet with senior leadership to discuss role alignment
- Client Interview - Final interview with the client team you'd be supporting
- Background & Reference Check - Professional reference verification
- Job Offer - Successful candidates receive a formal offer to join the team
Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations. We'll keep you informed throughout the process and provide feedback at each step.
