Part-Time Senior Bookkeeper & Financial Operations Assistant

Category: Real Estate Location: Job Title: Part-Time Senior Bookkeeper & Financial Operations Assistant Location: Fully Remote (Kenya-based team member supporting a U.S. company) Type: Part-Time (20 hours per week) Availability: Must be available during U.S. business hours with flexibility to support the client’s operating schedule Terms of Engagement: 6‑month contract, renewable based on performance, business need and other factors. About the Role The primary need is budget creation and budget management. The business currently does not have a formal budget process, and leadership wants someone who can help build a budget,track performance against that budget, and provide regular updates showing where the business stands financially.The ideal candidate will be comfortable preparing weekly, monthly, quarterly, and annual financial reports, explaining numbers clearly to non-accounting stakeholders, and proactively flagging financial trends, risks, or inconsistencies. Because this is a real estate business, experience with real estate workflows,commission-based revenue, agent reimbursements, brokerage-related financial tracking,or real estate accounting is strongly preferred. Key Responsibilities 1. Budget Creation, Budget Management & Reporting Assist leadership in creating and maintaining a practical business budget. Track actual performance against the monthly budget. Prepare weekly reports showing how the business is performing against the budget for the current month. Support monthly, quarterly, and annual financial reporting. Help leadership understand whether proposed expenses, hires, investments, or new commitments are within budget. Provide clear financial visibility so the business is not relying on informal or reactive spending decisions. 2. QuickBooks Online Bookkeeping & Financial Management Maintain accurate day-to-day bookkeeping in QuickBooks Online. Review existing books and identify whether cleanup is needed. Ensure income, expenses, commissions, bonuses, payroll-related items, and owner/partner-related transactions are properly categorized. Maintain clean, organized, and audit-ready financial records. Replace and improve the current external bookkeeping workflow if the client moves forward. Ensure all books are current, accurate, and useful for management decision-making. 3. U.S. Tax Preparation Support Organize financial data and documentation for tax preparation. Support quarterly tax payment preparation for owner-partners where applicable. Help gather deductions and supporting documentation. Coordinate with U.S.-based tax preparers or accountants as needed. Prepare financial records in a format requested by tax professionals. Prior experience supporting U.S. tax preparation is strongly preferred. 4. Invoicing & Agent Expense Reimbursement Support invoicing for agent-related expenses where appropriate. Help track expenses that should be passed through to agents, such as upgraded photography packages or listing-related costs. Assist with workflows where the company pays an expense upfront and later invoices the agent or deducts the amount from commission splits. Maintain documentation of agent reimbursements, deductions, and expense allocations. Support future invoicing needs related to new developments or expanded business activity. 5. Reconciliations & Expense Tracking Reconcile bank, debit card, and credit card transactions. Investigate uncategorized, duplicate, missing, or mismatched transactions. Ensure receipts and supporting documentation are properly organized. Maintain clean records in QuickBooks Online and Google Drive. Track expenses by category, business unit, partner, or agent as needed. 6. Bill Pay, Payroll & Payables Support Assist with bill pay processes. Maintain payment schedules and vendor records. Support payroll-related tracking and coordination as needed. Ensure bills, recurring payments, and vendor obligations are organized and visible. Help prevent missed payments, duplicate payments, or unclear expense ownership. 7. Real Estate Commission & Revenue Tracking Help track income received from brokerage-related transactions. Support categorization of revenue tied to commissions, bonuses, salary, and other compensation structures. Assist in organizing financial data where incoming brokerage payments do not clearly match outgoing allocations. Work with leadership to improve clarity around real estate revenue streams. Use available transaction and financial data to support more accurate financial projections. 8. Financial Reporting Prepare and deliver regular financial reports, including: Profit & Loss statements Balance Sheet summaries Cash flow visibility Budget vs. actual reports Monthly and quarterly performance summaries Present financial information in a clear, simple format for non-accounting stakeholders. Proactively flag financial trends, risks, inconsistencies, or unusual transactions. Help leadership make bette