Operational Bookkeeper (Tax Accounting)

Extenteam Inc.; Manila; Remote; PHP 391,000 - 580,000; Full time

Job summary

Extenteam Inc. seeks an experienced Operational Bookkeeper to support day-to-day financial and administrative operations for a professional services firm. The role focuses on accurate financial records, transaction processing, client documentation, and tax-related workflows.

Ideal candidates have strong bookkeeping backgrounds, excellent organization, attention to detail, and the ability to learn new systems quickly. Proficiency with QuickBooks and related tools is expected.

Qualifications

• Strong bookkeeping or accounting background.
• Excellent organizational skills and attention to detail.
• Able to learn new systems quickly.
• Experience with accounting software and practice-management software.
• Proficiency with QuickBooks.

Responsibilities

• Bookkeeping & Financial Transactions: enter, organize, and maintain financial transactions, receipts, invoices, and bills accurately.
• Tax Document & Client Intake Support: collect, organize, and maintain tax documents; review for completeness.
• Engagement & Client Workflow Management: prepare, send, and track engagement letters and signatures; manage client onboarding.
• Accounts Receivable & Billing Support: monitor AR and follow up on past-due invoices.
• Operational & Management Reporting: prepare recurring and ad hoc management reports and track KPIs.
• Administrative & Operational Support: provide cross-functional admin support; organize docs and workflows.
• Compliance & Confidentiality: maintain confidentiality and follow procedures.
• Software & Technology: use QuickBooks, tax software, practice-management systems, Excel/Sheets.

Skills

Bookkeeping

Accounting

Excel

Google Sheets

Attention to detail

Time management

Independent work

Confidentiality

QuickBooks

Practice management

Tools

QuickBooks

Practice management

Job description

What This Role Is About:

We are seeking a detail-oriented and experienced Operational Bookkeeper to joinTax 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.