About This Role
Universal Hotel Supply is hiring a Senior Bookkeeper to own AR, AP, payroll liaison, and multi-state corporate compliance across the U.S. and the Caribbean. This isn't a data-entry seat, you'll manage vendor tax records, file sales tax across multiple states, and be the main point of contact for payroll and benefits. If you're comfortable driving compliance across jurisdictions and seeking a proactive role, you'll be a strong fit.
We're looking for someone with real capability, someone who takes full ownership, takes pride in keeping things running smoothly, and wants to be part of a tight-knit, collaborative team. This is hands-on, high-responsibility work, not a checklist job. You'll work closely with leadership as a key contributor to our bookkeeping and administrative operations, with a direct hand in where the company goes next.
About Us
Universal Hotel Supply has distributed hospitality supplies since 1996, serving hotels, spas, and vacation rentals across the U.S. and the Caribbean.
Universal Hotel Supply is an equal opportunity employer, committed to a diverse and inclusive workplace.
Key Responsibilities
Administrative & Compliance
- Manage licenses, renewals, certifications, and vendor/credit applications
- Maintain vendor tax exemption certificates and sales tax status records
Accounts Receivable
- Record customer payments (ACH, check, credit card) in ERP
- Deposit customer checks
- Process credits and refunds
- Manage customer statements and collections
Accounts Payable
- Process AP payments (ACH, check, credit card)
- Enter bills as needed
- Record AP payments in ERP
- Process credits and refunds
- Resolve billing inquiries
Reconciliations
- Perform monthly credit card account reconciliation
- Assist with bank reconciliations
Sales Tax
- File and pay sales tax across multiple states
- Maintain good standing on all filings and registrations
Payroll & Benefits
- Serve as main point of contact and liaison to payroll provider
- Submit commissions and employee reimbursements
- Ensure multi-state payroll tax withholding compliance
- Complete quarterly payroll reconciliation
- Administer benefits
- Lead new employee onboarding
Qualifications & Skills
ERP / Systems Experience (one or more required)
- Acumatica, NetSuite, Microsoft Dynamics, Sage, QuickBooks, OR similar
Additional Tools
- Avalara/AvaTax or similar sales tax automation platform
- Excel — moderate proficiency (data cleanup, tables, basic formulas, pivot tables)
Experience
- Multi-state corporate compliance and business operations experience
- Strong grasp of AP, AR, and reconciliations
- Background in distribution, wholesale, or a comparable industry
- Proven ability to own bookkeeping functions independently, with accuracy
Benefits & Work Environment
- Paid Time Off (PTO)
- Paid Holidays
- Health Insurance
- IRA Retirement Contribution
Location & Work Hours
Fully remote, with occasional in-person check-ins/meetings in the Greater Philadelphia area.
Full-time, Monday–Friday, Eastern Time Mon–Thu: 8:30 AM – 4:30 PM | Fri: 8:00 AM – 4:00 PM
Job Type: Full-time
Pay: $70,000.00 - $85,000.00 per year
Benefits:
- Health insurance
- Paid time off
- Retirement plan
Application Question(s):
- Please describe your skills and experience that qualify you for this job.
- Describe your interest in process optimization.
- Which business software have you worked in? NetSuite, Acumatica, Microsoft Dynamics, Avalara, Monday, Workday, Airtable, Sage, Quickbooks, etc. (please list)
- Which of these do you have experience: payroll admin, onboarding, sales tax filing, reconciliation, collections
- Do you have experience working with a CPA?
- Do you have experience with multistate operations?
- What is your experience completing and managing corporate licenses, registrations, certifications, vendor applications?
- In Excel, can you create pivot tables, basic formulas, and data/table formatting?
- How long would your commute to Willow Grove, PA be? That is the location of our PO box.
- Why this job specifically, why now?
Location:
Work Location: Remote
