Operational Bookkeeper

About Extenteam

Extenteam is the AI-driven operations platform for short-term rental property management, headquartered in Miami and founded in 2021. Our platform, Shared Services, handles guest communication and daily operational workflows for 80,000+ properties by pairing an AI orchestration layer with a shared-services team of hospitality-trained specialists, so no guest inquiry goes unanswered, day or night, and no property manager has to staff for the 2am cancellation themselves.

We're industry-only: every workflow, integration, and agent we hire is built around property management specifically, not bolted on from a generalist platform. As we push more of that platform toward AI-led automation and self-serve tools, the software our own Shared Services team works in every day has to keep pace, that's this role.

Our Leadership Philosophy

Our company embraces a management style inspired by the ideals of "founder mode," as championed by Airbnb’s Brian Chesky. This means a hands-on, visionary approach to leadership, with a relentless focus on innovation, product excellence, and customer-centric decision-making. We encourage proactive problem-solving, direct involvement in key initiatives, and a collaborative, high-performance culture.

To learn more about the "founder mode" philosophy and how it shapes our operations, you can explore this link . Understanding this mindset will provide valuable context for how we operate and what we value in our team members.

What This Role Is About:

We are seeking a detail-oriented and experienced Operational Bookkeeper to join Tax and Business Solutions , an accounting and tax services firm. The Operational Bookkeeper will support the firm’s day-to-day financial and administrative operations by maintaining accurate financial records, processing transactions, managing client documentation, supporting tax-related workflows, monitoring accounts receivable, and preparing operational reports.

The ideal candidate has a strong bookkeeping or accounting background, excellent organizational skills, exceptional attention to detail, and the ability to manage multiple priorities in a fast-paced professional services environment. This individual should be comfortable working with accounting and practice-management software and be able to quickly learn new systems and processes.

Your Main Responsibilities:

Key Responsibilities

1. Bookkeeping & Financial Transactions

- Enter, organize, and maintain financial transactions, receipts, invoices, and bills accurately.

- Create and enter bills and invoices into QuickBooks or other applicable accounting systems.

- Process and record payments while ensuring transactions are properly categorized.

- Reconcile bank and financial account statements and identify discrepancies.

- Monitor financial records for accuracy and completeness.

- Maintain organized digital financial records and documentation.

- Assist with month-end bookkeeping and financial reporting processes.

- Research and resolve discrepancies related to billing, payments, and financial transactions.

- Prepare ad hoc financial reports using QuickBooks, Excel, Google Sheets, or other applicable tools.

- Assist with accounts receivable activities, including monitoring outstanding balances and following up on past-due invoices.

2. Tax Document & Client Intake Support

- Collect, organize, and maintain tax documents received from clients.

- Review incoming documentation for completeness and follow up on missing or outstanding items.

- Collect prior-year tax returns, intake forms, and other required client documentation.

- Assist with the firm's welcome-packet and client onboarding processes.

- Maintain accurate client records and ensure documentation is properly organized within the firm's systems.

- Enter relevant client and tax information accurately into tax preparation software.

- Support the tax team by ensuring required information and documentation are available when needed.

- Maintain confidentiality and appropriately handle sensitive client financial and tax information.

3. Engagement & Client Workflow Management

- Prepare, send, and track engagement letters and electronic signatures.

- Set up and maintain client portals.

- Monitor outstanding e-signatures and follow up as needed.

- Manage and track client onboarding activities from initial intake through completion.

- Maintain accurate workflow and task statuses within the firm's practice-management system.

- Move jobs through the appropriate workflow stages and update deadlines, dates, and task statuses.

- Monitor workflow queues to help ensure assignments remain on schedule.

- Coordinate with tax professionals, accountants, and administrative team members to ensure timely completion of client-related tasks.

- Identify workflow delays or missing information and communicate them to the appropriate team member.

4. Accounts Receivable & Billing Support

- Monitor accounts receivable and outstanding client balances.

- Conduct professional follow-ups regarding past-due invoices.

- Maintain accurate records of outstanding balances and payment activity.

- Assist with resolving billing and payment questions.

- Communicate with internal team members regarding client billing status and outstanding items.

- Support the team with maintaining accurate billing records and documentation.

5. Operational & Management Reporting

- Prepare recurring and ad hoc management reports for the executive team.

- Track operational metrics and team activity as requested.

- Generate reports related to team member productivity and workflow activity, including:

- Number of phone calls handled by team members.

- Number of tax returns sent to clients.

- Number of tax returns or jobs whose status was changed.

- Workflow and task completion metrics.

- Other operational KPIs requested by management.

- Maintain accurate reporting data and identify inconsistencies before reports are submitted.

- Assist leadership with gathering and organizing information needed for operational decision-making.

6. Administrative & Operational Support

- Provide cross-functional administrative and operational support to the tax and accounting teams.

- Monitor shared email inboxes and organize incoming receipts, documents, and client correspondence.

- Maintain organized digital files and documentation within Google Drive and other company systems.

- Assist with identifying and resolving administrative or workflow issues.

- Communicate clearly with internal team members regarding deadlines, missing information, and outstanding tasks.

- Assist with improving and documenting internal processes as the firm's systems and workflows evolve.

- Perform other operational and administrative tasks as needed.

Compliance & Confidentiality

- Maintain strict confidentiality when handling client financial, tax, and personal information.

- Follow company policies and established procedures for handling financial and client documentation.

- Ensure records are complete, accurate, and properly maintained.

- Follow applicable accounting, tax-office, and data-handling procedures.

- Maintain organized documentation for internal reviews and audits when applicable.

Software & Technology

- Utilize QuickBooks and other accounting software to maintain accurate financial records.

- Utilize tax preparation software for accurate data entry and client information management.

- Utilize practice-management and workflow systems to track client engagements and assignments.

- Utilize electronic signature and client portal platforms.

- Use Microsoft Excel, Google Sheets, Google Drive, and other productivity tools.

- Quickly learn and adapt to new software, systems, and technology.

- Collaborate with internal team members to identify opportunities to improve system functionality and workflow efficiency.

What We’re Looking For:

- Excellent written and verbal English skills. No exceptions.

- This position will communicate with clients, team members, and leadership through email, phone, messaging platforms, and other communication channels.

- Proven experience as a bookkeeper, accounting assistant, tax administrative assistant, or similar role.

- Experience working in an accounting, tax preparation, bookkeeping, or professional services environment preferred.

- Strong understanding of bookkeeping and basic accounting principles.

- Proficiency with accounting software, particularly QuickBooks.

- Experience with Excel and/or Google Sheets.

- Strong attention to detail and accuracy.

- Excellent organizational and time-management skills.

- Ability to manage multiple priorities and deadlines.

- Strong written and verbal communication skills.

- Strong problem-solving and critical-thinking skills.

- Ability to work independently with minimal supervision.

- Ability to handle confidential financial and client information with discretion.

- Tech-savvy and able to learn new software and systems quickly.

- Strong follow-through and accountability for assigned tasks.

Nice to Haves

- Previous experience working for a CPA firm, accounting firm, tax preparation firm, or bookkeeping company.

- Experience with tax preparation software.

- Experience with practice-management or accounting workflow systems.

- Experience managing client portals and electronic signatures.

- Experience with accounts receivable and collections follow-up.

- Familiarity with tax return preparation workflows and client intake processes.

- General understanding of U.S. tax preparation processes and terminology.

- Experience preparing management and operational reports.

- Experience working in a fast-paced professional services environment.

Technical Requirements:

- Internet speed minimum 30mbps: Needs to be Wired (Buy a dongle if no LAN port)

- i5 11th Gen or higher

- Windows 11 / MacOS Catalina or higher

- Minimum of 8 GB RAM

- Private and quiet dedicated home office area (no roosters, dogs, children's noises in the background)

- Back-ups in case of power or internet provider interruptions

- Good headset and webcam (preferably noise-canceling headset)

Why You’ll Love Working with Us:

- Competitive Salary — We offer a competitive salary that reflects the candidate’s experience, skills, and responsibilities.

- Remote Work — This role is 100% remote, allowing flexibility and eliminating daily commute.

- Paid Time Off — Standard leave entitlements (vacation, sick leave, vacation leave) for rest and well-being.

- HMO Coverage — Company-provided HMO plan, offering access to medical services via accredited hospitals and clinics under a Health Maintenance Organization. This helps ensure employees have access to routine checkups, consultations, and coverage for medical care.