Accounting & Administrative Clerk

Deep Trekker Inc.; Tampa (FL); On-site; USD 55,000 - 75,000; Full time

Job summary

Deep Trekker Inc. in Tampa, FL is seeking an Accounting & Administrative Clerk to own day-to-day US finance operations with a focus on multi-state sales tax compliance. You will work on tax filings, Avalara AvaTax, and ECM management while providing frontline office support.

The role requires 2–4 years in accounting, hands-on sales tax experience across multiple states, and comfort being the sole on-site finance resource in a growing office. Occasional collaboration with teams is expected.

Qualifications

• 2–4 years in accounting or hybrid finance/administrative role.
• Hands-on US sales tax experience across multiple states.
• Knowledge of nexus rules, state taxability, and exemption certificates.
• Experience as sole on-site finance resource in a growing office.

Responsibilities

• Own day-to-day sales tax compliance across multiple US states.
• Maintain Avalara AvaTax and ECM certificates.
• Monitor nexus thresholds and support registrations.
• Reconcile tax liability; respond to notices and audits.
• Keep tax docs audit-ready and organized.
• Prepare US customer invoices.
• Enter vendor and intercompany invoices; 3-way match.
• Reconcile intercompany balances US/Canada.

Skills

Excel skills

Attention to detail

Independent on-site work

Multi-state sales tax knowledge

Financial reconciliations

Education

Bachelor's degree in accounting or finance

Tools

Odoo ERP

Job description

Deep Trekker, a proud member of the Halma companies, is the leading technology platform making complex underwater missions easier than ever before! Our mission is to engage in continuous research, innovation, and collaboration to provide the market with customer-driven robotic inspection solutions. Our teams are expanding, and we are currently seeking an Accounting & Administrative Clerk to own day-to-day finance operations for our US business, with a primary focus on multi-state sales tax compliance. If you've worked across several state jurisdictions, understand how nexus and exemptions play out in practice, and want to build your career supporting a company that builds robots, this role might be for you!

About the Role

Do you like getting the details of multi-state tax compliance exactly right? We're looking for an Accounting & Administrative Clerk to be the sole on-site finance resource in our growing Tampa office. This is a hands‑on role: the majority of the work is accounting and tax, with sales tax compliance at the center, and the balance is administrative and service support for the Tampa team. If you're accurate under deadline, comfortable working independently, and know when to raise your hand, we'd love to hear from you.

Who You Are

Before anything else, we're looking for someone who brings the right mindset to the team:

• Be helpful — Show up for the Tampa team and our customers with a warm, can‑do attitude, whether it's an invoice question or front‑of‑office coverage.
• Be reliable — Own your filings, reconciliations, and RMAs from start to finish, and keep tax documentation audit‑ready without being asked twice.
• Be gritty — Stay steady through deadline pressure, a state notice, or a reconciliation that doesn't balance on the first pass.
• Be curious — Treat a new nexus threshold or an unfamiliar state's taxability rules as something worth digging into, not just a box to check.
• Be proactive — Flag a registration obligation, a missing exemption certificate, or a process gap before it becomes a filing‑deadline problem.
• Be a good person — Act with empathy and respect to build trust and positive energy across the team.

These traits matter as much as technical skill — we can teach the systems, but this mindset is what makes someone great at this job.

What You'll Do

• Own day‑to‑day sales tax compliance across multiple US states: transaction review, taxability determinations, and clearing exceptions ahead of filing deadlines
• Maintain Avalara, including AvaTax transaction review and exemption certificate management (ECM) — collecting, validating, renewing, and chasing missing or expired certificates
• Monitor economic and physical nexus thresholds as US volume grows; flag new registration obligations and support state registrations and account setup
• Reconcile sales tax liability accounts, respond to state notices, and support any audit, voluntary disclosure agreement (VDA), or remediation work
• Keep tax documentation organized and audit‑ready in line with internal controls requirements

Accounting Operations

• Prepare and issue US customer invoices
• Enter vendor and intercompany invoices; complete 3‑way match prior to payment
• Reconcile US/Canada intercompany balances on a set cadence, and reconcile US‑side expenses rebilled from Canada
• Support US month‑end close, including account reconciliations and reporting schedules

Office & Service Support

• Coordinate RMAs: collect parts requiring return, submit for review, and track through to resolution
• Track service inventory, rental units and related revenue
• Support parts ordering, shipping and receiving, and general front‑of‑office coverage (phone, email, vendor coordination)

Qualifications

Basic Qualifications

• 2–4 years in accounting, accounts payable, or a hybrid finance and administrative role
• Hands‑on US sales tax experience across a range of states — multi‑jurisdiction, not single‑state and not purely filing prep
• Working knowledge of economic and physical nexus rules, state‑by‑state taxability, and exemption certificate requirements
• Comfortable being the sole on‑site finance resource in a growing office

What You’ll Need

• Strong Excel skills (lookups, pivot tables, reconciliations) and comfort working in an ERP (Odoo experience is an asset)
• Accuracy under deadline and sound judgment on when to elevate
• The self‑direction to work independently on‑site

Nice to Have

• Direct involvement in a state sales tax audit, VDA, or nexus study
• Bachelor's degree in accounting, finance, or business administration
• Odoo experience, or exposure to multi‑entity and intercompany accounting
• Service or field‑operations background (parts, inventory, RMA)

Who We’re Looking For

Someone who treats multi‑state tax compliance like a puzzle worth solving right, brings steady follow‑through to month‑end close and RMAs alike, and is comfortable being the go‑to finance person in a growing Tampa office.

Equal Opportunity Statement

Deep Trekker is an equal‑opportunity employer, and we encourage applications from candidates of all backgrounds and identities. Applicants who require a reasonable accommodation to complete the application and/or interview process should notify us at [e-mail].