Financial Operations Assistant: Bookkeeping & Cash Flow

Part-Time | Remote | Philippines | 10–15 Hours/Week Initially

Hi! I'm Nia Thomas, founder and creative director of an independent luxury fashion brand.

The business is based in the United States and registered as an S-corporation in New York State, while our design and production operations are based in Mexico City. We sell through Shopify, wholesale, consignment, and custom orders.

I'm looking for an experienced, highly organized Financial Operations Assistant to take ownership of our bookkeeping and help me better understand the financial health of the business.

This role combines hands-on bookkeeping with cash-flow and profitability analysis. I'm looking for someone who can clean up our current financial records, maintain them going forward, and turn the numbers into clear information I can use to make better business decisions.

Immediate Priority: QuickBooks & Bookkeeping Cleanup

Our QuickBooks Online account currently has bank-feed connection issues, and our bookkeeping needs to be brought up to date so our accountant can complete our outstanding tax filings.

Your first priorities will be:

- Diagnose and resolve our current QuickBooks Online bank-feed issues.

- Reconnect and correctly map bank and credit-card accounts while preventing duplicate transactions.

- Import, categorize, and reconcile missing transactions from 2025 and 2026.

- Reconcile all bank and credit-card accounts.

- Organize receipts, invoices, and financial records.

- Prepare accurate financial reports and documentation for our U.S. accountant.

- Communicate with our accountant when additional bookkeeping information is needed.

- Recommend another bookkeeping platform only if there is a strong reason to move away from QuickBooks.

I will be available whenever account-owner authorization, bank authentication, or 2FA is required.

Ongoing Financial Operations

Once our books are cleaned up, your role will shift toward helping me understand where the business is actually making and spending money.

Responsibilities will include:

- Maintain accurate monthly bookkeeping and reconciliations.

- Track revenue, expenses, cash flow, outstanding invoices, and upcoming payments.

- Create simple monthly financial reports and cash-flow forecasts.

- Track COGS, gross profit, and gross margin by product, including materials, labor, shipping, packaging, transaction fees, and other costs.

- Identify unnecessary spending and opportunities to improve profitability.

- Help evaluate production and inventory decisions, including comparing the true costs of different factories and suppliers.

- Assist with budgeting and financial forecasting.

- Work with our accountant as needed to keep our financial records organized and tax-ready.

Required Experience

You should have:

- Strong bookkeeping and QuickBooks Online troubleshooting experience.

- Experience reconciling bank and credit-card accounts and cleaning up overdue books.

- Experience bookkeeping for U.S.-based businesses and familiarity with preparing financial records for U.S. tax filing.

- Strong Google Sheets and/or Microsoft Excel skills.

- A strong understanding of COGS, gross margin, cash flow, budgeting, and financial forecasting.

- Excellent written English.

- Strong attention to detail and the ability to work independently.

- A proactive, problem-solving mindset.

Experience with S-corporations, Shopify/e-commerce, inventory accounting, retail or fashion businesses, international suppliers, and multi-currency transactions is a major plus.

Hours

Approximately 10–15 hours per week initially while we complete the financial cleanup.

After the initial cleanup, I expect the role to transition to approximately 5–10 hours per week for ongoing bookkeeping and financial analysis.

I'm looking for someone interested in building a long-term working relationship with the business.

To Apply

Please send:

A brief introduction and summary of your relevant experience.

- Your experience with QuickBooks Online, including troubleshooting broken bank feeds and cleaning up overdue books.

- Any experience working with U.S. businesses or S-corporations.

- The bookkeeping and financial software you're most experienced with.

- Your hourly rate and weekly availability.

- Your résumé.

- Examples of financial dashboards, reports, or spreadsheets you've created, if available.

Please begin your application with "Cash Flow First" so I know you've read the entire posting.

Short Application Exercise

1. QuickBooks Troubleshooting

You join our company and discover that our bank and credit-card accounts have not synced correctly with QuickBooks for an extended period. Transactions are missing, and our accountant needs our financial records for tax filing.

Briefly explain how you would diagnose and resolve this problem while protecting the integrity of the existing bookkeeping data. What would your first steps be?

2. Product Profitability

A customer purchases a dress for $1,200 USD.

The costs are:

Materials: $250

Labor: $180

Packaging: $20

Shipping: $35

Shopify payment processing fee: $40

Please tell us:

What is the total cost?

What is the gross profit?

What is the gross margin percentage?

What additional costs or information would you want to examine before determining the product's true profitability?

There are no trick questions. We're interested in seeing how you think, organize information, solve problems, and communicate financial information clearly.