Senior Bookkeeper & Office Manager

Position Overview

We are seeking a proactive, highly organized Senior Bookkeeper & Office Manager to lead our financial operations and office administration. Reporting directly to the CEO and working closely with the Leadership Team, you will serve as the operational anchor for our growing global team.

Because our firm specializes in project management consulting and technology/tools implementation—with an international footprint spanning offices in the US, Costa Rica, and France, alongside contractors in the US and Canada—the ideal candidate brings experience navigating multi-currency transactions, international contractor payments, and cross-border project workflows.

Key Responsibilities

1. Global Financial Management and Vigilance

• General Ledger Multi-Currency Accounting: Manage core accounting functions across US and international entities, including multi-currency reconciliations, AP, AR, and month-end/year-end closing routines.
• Cash Flow and Foreign Exchange Monitoring: Maintain rolling cash flow forecasts across entities; monitor local cash requirements (US, Costa Rica, France) and keep leadership informed of foreign exchange nuances or transfer timing.
• Financial Oversight and Risk Mitigation: Serve as a vigilant sentinel over company resources—proactively flagging cost irregularities, tax/compliance discrepancies, or margin leaks across domestic and international operations.
• US and International Payroll and Contractor Management: Process US employee payroll and oversee payments to international contractors (US, Canada) and foreign entity teams (Costa Rica, France), ensuring accurate local compliance and tax documentation (e.g., W-9, W-8BEN, local invoicing compliance).
• Global CPA and Advisor Coordination: Act as the primary internal liaison with external accounting and tax firms in the US, Costa Rica, and France to ensure seamless corporate tax filings, VAT/GST compliance, and regulatory reporting.

2. Project Accounting and Consulting Operations

• Project Workflow and Lifecycle Understanding: Apply a clear understanding of consulting delivery flows—from scope/SOW execution through resource allocation, milestone delivery, and final billing.
• Time and Project Systems Integration: Ensure seamless tracking of consultant time, expenses, and deliverables across globally distributed teams using modern work management platforms.
• Project Profitability and Margin Tracking: Monitor project-level margins, resource utilization rates, and milestone billings across internal teams and external contractors, alerting leadership to scope creep or cost overruns.
• Client Invoicing: Issue accurate, timely client invoices aligned with specific consulting contracts (Time & Materials, Fixed Fee, Milestone-based) in appropriate foreign currencies where applicable.

3. Office and Administrative Operations

• Local Office Operations: Manage daily physical operations at our Vancouver, WA headquarters, providing a productive environment for local staff and a welcoming presence for visitors, including the following administrative tasks:
• Retrieve the office mail.
• Make bank deposits.
• Provide shipping estimates for clients' training materials and employee laptop shipments or returns.
• Acquire, package, and ship materials for clients and employees (laptops, books, flowcharts, etc.)
• Manage office supplies, submit Expense Approvals when needed, place orders once approved, and distribute to requestor or stock
• Place orders on Amazon, Uline, Lenovo, Office Depot, etc. when requested, yet confirm there is an approved Expense Approval from requestor
• Open and close the HQ (walk the office and shut all lights off, secure interior doors, secure exterior doors, set alarm, and lock the front door)
• International Ops Support: Assist with administrative logistics, tool licenses, and operational synchronization across our international offices (Costa Rica, France) and remote contractor network.
• Vendor and Contract Management: Oversee global vendor relationships, SaaS software subscriptions, and service agreements to maximize operational cost efficiency.

Qualifications & Key Experience

• Experience: 7+ years of progressive experience in full-charge bookkeeping, accounting, and office operations. Experience handling international transactions, multi-currency accounting, or cross-border contractor management is highly preferred.
• Strong Experience with M365 and MS Office applications (Excel, Word, SharePoint, MS Teams, PowerPoint)
• Location: Must reside in the Vancouver, WA / Portland, OR metro area and be able to work on-site daily in our Vancouver office.
• Project Systems Expertise: Hands-on experience or familiarity with project/work management software (e.g., Asana, Smartsheet, Planner, MS Project, Monday.com, Jira, Harvest, or similar) and an understanding of consulting project workflows.
• Global Accounting Tech Stack: Strong proficiency in cloud accounting software supporting multi-currency/multi-entity setups (e.g., QuickBooks Online Global, Xero) and advanced Excel / Google Sheets skills (formulas, forecasting, currency conversions).
• Core Competencies:
  • Global Mindset and Adaptability: Comfortable working across time zones, cultural contexts, and varying international business practices.
  • Analytical Vigilance: High attention to detail with a natural inclination to double-check multi-currency reconciliations and international contractor tax forms.
  • Executive Communication: Excellent written and verbal communication skills; comfortable collaborating directly with the CEO, global leadership, and external international accounting advisors.
  • Proactive mindset, seeing issues and working with Advisicon resources to address or surface and resolve financial-related needs.

Work Environment and Schedule

• Phase 1 (Initial Onboarding): 100% On-site in our Vancouver, WA office to establish strong working rhythms with leadership and master local office administration.
• Phase 2 (Long-term): Opportunity to transition into a flexible hybrid work arrangement as workflows, systems, and global operational rhythms mature.