• Monthly invoicing cycle — generate and issue invoices in BC based on a billing approval spreadsheet reviewed by the client • AR tracking — monitor outstanding invoices, apply payments, and follow up on collections as needed • AP posting — enter vendor and contractor bills in BC • Payroll journal entries — post payroll reports from ADP (or equivalent) into BC • Bank reconciliation — monthly reconciliation in BC • Basic reporting — pull standard financial reports from BC as requested

• Ganzheitliche Finanzbuchhaltung: Eigenständige Verbuchung sämtlicher Geschäftsvorfälle in der Debitoren-, Kreditoren- und Sachkontenbuchhaltung • Effizientes Forderungsmanagement: Überwachung offener Posten sowie eigenverantwortliche Durchführung des Mahnwesens zur Sicherstellung eines stabilen Cashflows • Prüfung & Meldewesen: Vorbereitung und Begleitung der Wirtschaftsprüfung sowie Erstellung der Umsatzsteuervoranmeldungen und statistischen Meldungen • Präzise Kontenabstimmung: Pflege, Abstimmung und Überwachung sämtlicher Konten zur Sicherstellung einer korrekten Buchführung • Schnittstellen- & Reportingfunktion: Ansprechpartner für interne Fachbereiche sowie Erstellung aussagekräftiger betriebswirtschaftlicher Auswertungen und Berichte • Proaktive Prozessoptimierung: Identifikation und Umsetzung von Optimierungspotenzialen in den Buchhaltungsprozessen unter Einsatz moderner AI-Tools

• Attend weekly pipeline meetings to stay aware of deal flow and work directly with individual Sales and Consulting leads to extract specific billing details. • Ensure insertion into relevant client email threads to capture PO numbers and billing contacts. • Maintain accurate data across HubSpot (Sales), QuickBooks (Finance), and cash flow models to prevent revenue double-counting or forecasting errors. • Monitor payment deadlines, issue reminders, and escalate to the Finance Director only when necessary. • Set up new client accounts and maintain up-to-date contact details. • Prepare and present weekly reports on pipeline status, invoicing, and pending POs to directors. • Work with admins to ensure all expenditures are accounted for, chasing missing receipts, and uploading them correctly to AutoEntry. • Reconcile supplier invoices, batch payments, grade them by urgency, and present clean payment runs for the Finance Director's approval. • Collaborate with the Finance Director to maintain cash flow documents, budgets, and forecasts. • Monitor ledgers to spot erroneous spending, unused subscriptions, or overspending, and flag these for action. • Daily reconciliation of bank feeds to ensure real-time accuracy. • Handle journals, accruals, and prepayments to prepare accounts for accountant's review. • Generate standard financial reports, including Aged Debtors and P&L snapshots. • Maintain a pristine digital filing system for audit trails. • Identify gaps and inefficiencies in existing systems and implement improvements. • Streamline reporting, forecasting, and billing processes to enhance financial hygiene. • Take ownership of financial administration tasks to give directors confidence and trust in reporting accuracy.

Role Description We are looking for someone who is proactive, highly organized, eager to learn, and excited to grow within a fast-paced creative environment. This role is ideal for someone who enjoys both operations and people coordination and takes pride in helping projects and teams run efficiently behind the scenes. - The ideal candidate is someone who takes initiative, thinks ahead, communicates clearly, and is comfortable problem-solving independently while also collaborating closely with the team. - We value individuals who are adaptable, resourceful, detail-oriented, and motivated to continuously improve processes and workflows. Administrative & Client Coordination - Serve as the primary point of contact for new client inquiries via email, phone, and website submissions. - Respond to incoming leads in a timely and professional manner. - Coordinate and schedule discovery calls, client meetings, and follow-up meetings. - Maintain organized communication records and client databases. - Assist with the preparation of proposals, contracts, invoices, presentations, and meeting agendas. - Coordinate calendar scheduling for leadership and project meetings. - Support day-to-day studio administrative operations. Financial & Bookkeeping Support - Assist with bookkeeping and financial tracking. - Coordinate invoicing, payment tracking, and expense organization. - Manage accounts receivable follow-ups and vendor payment coordination. - Maintain organized financial records and documentation. - Coordinate with accounting and bookkeeping consultants as needed. Qualifications - 3+ years of experience in operations, administrative coordination, project coordination, or studio management. - Strong organizational and multitasking abilities. - Excellent written and verbal communication skills. - Ability to manage multiple priorities simultaneously. - Strong attention to detail and problem-solving skills. - Professional and client-facing communication abilities. - Experience with scheduling, coordination, and operational systems. - Comfortable working in a fast-paced, creative, and collaborative environment. - Self-motivated, proactive, and highly dependable. Preferred Experience - Familiarity with project management tools, bookkeeping systems, and workflow software. - Understanding of budgeting and operational tracking. - Experience in construction, hospitality, architecture, interior design, or creative industries is a plus. Software & Tools - Preferred familiarity with: - Google Workspace - Microsoft Office - QuickBooks or similar bookkeeping software - Scheduling and calendar management tools - Dropbox / Google Drive - Monograph or similar project management/accounting software - Comfortable working U.S. hours. - Remote work from home. Fraud Disclaimer ReWorks Solutions will never request payment during recruitment or require in-person office visits. All official communication will come from a ReWorks Solutions email address. Please verify any suspicious messages with our team directly.