Yeager Marketing is a top-performing B2B marketing agency where strategy and creativity come together to help some of the world’s most respected technology brands grow.
We’re looking for an experienced, highly organized Part-Time Bookkeeper & Administrative Assistant to manage the day-to-day bookkeeping activities of our agency and help keep our financial operations accurate, organized and running smoothly.
This is a hands-on role for someone who takes pride in getting the details right. Our accounting environment involves multiple clients, projects, vendors and connected systems, so we’re looking for someone who can keep a lot of moving pieces organized, follow established processes and catch discrepancies before they become problems.
The core bookkeeping role is approximately 20 hours per week. For the right person, additional administrative responsibilities supporting Yeager’s two owners could bring the position to approximately 25 to 30 hours per week.
The Part-Time Bookkeeper & Administrative Assistant is responsible for the day-to-day bookkeeping processes that support Yeager’s financial operations, including accounts payable, client invoicing, project accounting, payroll and financial documentation.
You’ll work across QuickBooks Online, Bill.com, our project management system and other financial tools to make sure information is accurate and transactions move properly between systems.
This isn’t simply a data-entry position. We’re looking for someone who understands bookkeeping, notices when something doesn’t look right, investigates discrepancies and takes ownership of getting things resolved.
For someone interest
- Bookkeeping & Accounts Payable
- Manage vendor bills, invoices, statements, receipts and supporting documentation.
- Process vendor expenses through our established accounting and project-management workflows.
- Ensure expenses are assigned to the correct client project, account, class and COGS category.
- Maintain complete backup documentation and prepare bills for owner approval and payment.
- Review recurring expenses, including advertising charges, to ensure they are allocated correctly.
- Investigate coding discrepancies and work with our outside accounting partner and internal team to resolve them.
- Maintain strong process discipline across our accounting systems so transactions flow correctly and financial reporting remains accurate.
- Client Invoicing & Accounts Receivable
- Prepare client invoices based on project terms, billing schedules, purchase orders and our project accounting records.
- Review invoices before they are issued to ensure the client, project, payment terms, amounts and supporting information are correct.
- Allocate project revenue appropriately across services and internal classes based on established project accounting rules.
- Issue invoices to client contacts and maintain accurate invoice records.
- Provide month-end A/R aging information to our outside accounting partner.
- Research and resolve invoice or receivables discrepancies as they arise.
- Project Accounting & Setup
- Set up new clients and projects in our accounting and project management systems before transactions begin flowing.
- Assign and maintain project numbers and establish the appropriate customer and sub-customer structure in QuickBooks Online.
- Maintain our master project accounting tracker, including project dates, classifications, estimated revenue, estimated COGS and other financial information.
- Work with our sales and operations teams to keep project information current.
- Review active and completed projects monthly and identify changes that could affect accruals, deferrals or financial reporting.
- Make sure project and accounting information remains consistent across our systems.
- Payroll & Reporting
- Process weekly payroll through eBacon.
- Prepare and distribute payroll reporting, including the Payroll Register, payroll invoice and team hours/utilization reporting by project.
- Maintain accurate supporting records related to payroll and project labor.
- Respond promptly to questions from our outside accounting partner so monthly financial reporting can be completed on schedule.
- Accounting Processes & Controls
- Follow established workflows governing how transactions move between systems.
- Participate in improving and documenting accounting processes as our systems evolve.
- Identify inefficiencies, inconsistencies and potential errors and help determine how to correct them.
- Coordinate with our accounting partner and internal team before changes are made to accounting platforms, integrations or workflows.
- Maintain organized, accurate financial records that are easy for others to understand and review.
For candidates interested in additional hours, the role can also provide administrative support to Yeager’s two owners.
Responsibilities may include:
- Organizing documents, information and business records.
- Maintaining spreadsheets, trackers and other organizational tools.
- Coordinating follow-ups and helping keep recurring responsibilities on schedule.
- Assisting with scheduling, communications and other administrative needs.
- Bringing structure and organization to projects or information that have a lot of moving pieces.
- Anticipating what needs to happen next and helping make sure important details don’t fall through the cracks.
- Previous professional bookkeeping or accounting experience.
- Strong working knowledge of QuickBooks Online is required.
- Experience with accounts payable, accounts receivable, invoicing, expenses and financial documentation.
- Exceptional attention to detail and commitment to accuracy.
- Strong organizational skills and the ability to manage multiple recurring responsibilities and deadlines.
- Ability to investigate discrepancies and understand why something doesn’t reconcile rather than simply processing transactions.
- Ability to work independently and manage priorities without close day-to-day supervision.
- Strong written and verbal communication skills.
- Consistent responsiveness and follow-through.
- Professional judgment and discretion when handling confidential financial and business information.
- A positive, professional attitude and a willingness to pitch in where needed.
Experience that would be especially valuable includes:
- Project-based accounting experience in a marketing agency, consulting firm or other professional-services organization.
- Experience accounting across multiple clients, projects, departments, classes or service categories.
- Bill.com experience.
- Experience with project management or professional-services automation platforms such as Kantata.
- Familiarity with project profitability, COGS classifications, revenue and expense allocations, accruals and deferrals.
- Experience working with an outsourced accounting firm, controller or fractional finance team.
- Experience providing administrative support to owners or senior executives.
We’re especially interested in someone who is self-starting, diligent and highly organized. You notice when something doesn’t look right. You ask questions when information is incomplete. You don’t let small details fall through the cracks. And you make things more organized because you’re involved.
- Hourly Rate: $28 per hour
- Approximately 20 hours per week for core bookkeeping responsibilities.
- Opportunity for approximately 5 to 10 additional hours per week based on administrative support needs and candidate interest.
- Part-time position with the opportunity to become an important, trusted member of the Yeager team.
- Join a highly respected, award-winning agency that works with some of the biggest brands in the technology sector.
- Work with an experienced, collaborative team in an environment where your contribution is visible and valued.
- Take ownership of an important business function rather than being one small part of a large accounting department.
- Work directly with the company’s owners, operations team and outside accounting partner.
- Have the opportunity to expand the role beyond bookkeeping for someone interested in additional responsibility and hours.
- Experience a workplace built around drive, trust, accountability and doing great work.
If you’re an experienced bookkeeper who enjoys detail, organization and problem-solving and likes being the person others can depend on to keep things running correctly, we want to hear from you.
Recognized twice as a Best Place to Work, Yeager offers opportunities like no other agency. Please email a copy of your resume to [email protected] to reach the hiring manager. No phone calls please.
Yeager Marketing, founded in 2009 and headquartered in Scottsdale, empowers innovative B2B brands to accelerate growth through smart strategy, compelling creative and performance-focused marketing. A three-time winner of the Inc. 5000 Fastest Growing Companies, Yeager has been recognized with numerous awards for marketing excellence and as one of the region’s Best Places to Work.
