Bookkeeping Assistant

ReWorks Solutions; United States; Remote; USD 42,000 - 64,000; Full time

Job summary

ReWorks Solutions is seeking an organized, reliable Bookkeeping Assistant to support the finance team with day-to-day bookkeeping, payroll administration, billing and procurement.

This remote role requires strong numerical skills, attention to detail, and the ability to maintain accurate financial records while handling confidential information with discretion. You will collaborate with the Finance Lead to ensure timely payments and clean billing cycles.

Qualifications

• Practical bookkeeping experience including invoice processing and payment allocation.
• Experience supporting payroll and/or billing administration.
• Strong working knowledge of Excel or Google Sheets and handling financial data.
• Excellent attention to detail and ability to identify/discrepancies.
• Organizational skills with reliable follow-through, especially during payroll/billing periods.

Responsibilities

• Bookkeeping and financial administration: import payroll data, allocate payments, maintain records, update sales commissions, confidential handling of financial info.
• Payroll support: compute contractor hours, load payments, ensure timely processing, answer routine queries and document key payroll processes.
• Billing and contractor onboarding: onboard contractors, record rates across systems, update recurring invoices, assist with billing reconciliations.
• Procurement and equipment management: coordinate purchases, obtain quotes, liaise with suppliers, track orders, maintain asset register.

Skills

Bookkeeping

Payroll support

Billing

Excel/Sheets

Attention to detail

Organizational skills

Communication

Confidentiality

Independent work

Education

Bookkeeping qualification

Tools

Zoho Books

Hubstaff

Airwallex

Job description

About the Role

ReWorks Solutions is looking for an organized, reliable, and detail-oriented Bookkeeping Assistant to support our finance team with day-to-day bookkeeping, payroll administration, billing, and procurement.

This is a hands-on role suited to someone who enjoys working with numbers, keeping financial records in order, and making sure routine processes run smoothly. You'll work closely with our Finance Lead to maintain accurate records, support timely payments, assist with billing cycles, and coordinate equipment and purchasing requirements across the business.

We're looking for someone who takes ownership of their responsibilities, follows through on tasks, and can work independently once trained, while knowing when to ask questions or elevate discrepancies.

Key Responsibilities

Bookkeeping and Financial Administration

• Import completed payroll information and related invoices into Zoho Books.
• Allocate payments to the correct invoices and investigate discrepancies.
• Maintain accurate financial records and supporting documentation.
• Update sales commission spreadsheets after each billing cycle, ensuring invoice details are recorded against the correct salesperson.
• Respond to internal queries relating to contractor remuneration and client billing rates, handling all financial information confidentially.

Payroll Support

• Assist with calculating contractor hours and preparing payroll information.
• Load payments onto the relevant payment platform for review and approval.
• Support payment processing in line with established procedures and deadlines.
• Handle routine contractor payment queries.
• Learn, document, and maintain key payroll processes to provide reliable cover when needed.

Billing and Contractor Onboarding

• Onboard new contractors into the relevant financial systems.
• Ensure approved rates and contractor details are accurately recorded across systems and documentation.
• Update recurring invoices following each billing cycle.
• Assist the Finance Lead with routine billing administration, reconciliations, and checks.

Procurement and Equipment Management

• Coordinate procurement requests from initial requirements through to delivery and record keeping.
• Obtain supplier quotations, confirm requirements, and secure the necessary approvals before placing orders.
• Liaise with suppliers and service providers, including IT and equipment vendors.
• Track orders, delivery dates, and outstanding items, keeping relevant team members informed.
• Maintain purchase records, supplier invoices, and equipment allocation information.
• Coordinate equipment replacements, returns, and procurement-related queries.
• Maintain an accurate equipment asset register.

Requirements and Experience

Essential

• Practical bookkeeping experience, including invoice processing and payment allocation.
• Experience supporting payroll and/or billing administration.
• Confidence working with Excel or Google Sheets and handling financial data.
• Strong attention to detail and the ability to identify and investigate discrepancies.
• Excellent organizational skills and reliable follow-through, particularly during payroll and billing periods.
• Clear, professional communication skills.
• The ability to handle confidential financial information with discretion.
• A proactive, independent approach to recurring tasks, with the judgment to elevate issues when necessary.

Advantageous

• Experience using Zoho Books or similar accounting software.
• Familiarity with Airwallex or similar payment platforms.
• Experience using Hubstaff or other timesheet management systems.
• Previous procurement, supplier coordination, or equipment administration experience.
• A relevant bookkeeping or accounting qualification.

Working Hours and Flexibility

This is a remote position with flexibility in how the working day is structured. However, the successful candidate must be available from 16:00 to 20:00 SAST, Monday to Thursday, to support key finance and payment processes.

Depending on the candidate's circumstances, the schedule may be structured as a straight shift, such as 12:00-20:00, or split across the day, provided the required availability is met.

What Success Looks Like

• Payroll information and billing records are accurate and updated on time.
• Payments are prepared correctly and submitted through the appropriate approval process.
• Routine financial queries are handled promptly and professionally.
• Procurement requests are tracked and followed through to completion.
• Financial documentation and the equipment asset register remain accurate and up to date.
• The Finance Lead has dependable support and practical cover for recurring finance processes.

Why Join ReWorks Solutions?

Join a remote team where your attention to detail, reliability, and ability to keep things running smoothly make a real difference. This role offers the opportunity to take ownership of important day-to-day finance and procurement processes while working within a flexible structure.

If you have solid bookkeeping fundamentals, enjoy keeping things organized, and take pride in getting the details right, we'd love to hear from you.