Northwest Media Collective is a small, fully remote team of digital problem solvers who build and maintain websites for clients across the country. We work as a team, we make use of what each person knows, and we support each other in expanding our skills.
Are you excited to keep the books clean and current for a team that builds things? Do you thrive when you have a defined set of responsibilities, real deadlines, and the freedom to decide how the work gets done? We are looking for an Accounting & Operations Assistant to run our monthly QuickBooks cycle, manage client invoicing, file our monthly Washington B&O and sales tax return, and take on client communication, scheduling, and day-to-day client account administration.
You will work directly with the Director of Operations and the founder, with no layers in between. We like solving problems and trying new ideas, and we welcome suggestions from every part of the business.
We are committed to a fair and inclusive hiring process. We encourage applications from women, BIPOC and LGBTQ+ people, people with disabilities, and veterans.
We are looking for a team member who:
Owns deadlines: Recurring filings and invoices have dates that do not move. You keep your own calendar and don't need reminders.
Is a self-starter: You don't need to be told what to do. You know what needs to be done and do it!
Loves problem-solving: You are the type of person to see tough tasks as opportunities to learn more rather than challenges to overcome.
Lets no detail slide: Dotting your i's and crossing your t's are second nature to you. Errors are few and far between, but when they do occur, you take the initiative to identify and fix them.
Communicates: You proactively update your team on your progress. When the books are not yours, you ask rather than guess.
Is adaptive: You can learn from and handle critiques; you are flexible and responsive to feedback.
Writes well to clients: You can answer a billing question warmly and clearly.
Uses the tools available: We leverage AI and automation across the agency. You push the limits of what seems possible through AI tools, whether in work or for fun.
Position overview
This is a part-time independent contractor position. As the Accounting & Operations Assistant, you will be responsible for the monthly accounting cycle, client billing, scheduling and calendar coordination, and a growing share of client account administration. Hours are heavier from February through May and lighter before and after.
Position priorities The essential priorities of this position are:
Completing the monthly QuickBooks Online cycle accurately and on time
Producing and sending all client invoicing, including recurring plans, project phases, and block time
Filing the monthly Washington B&O and sales tax return
Supporting client accounts through the shared inbox
Coordinating meetings and calendars for the leadership team
Responsibilities The day-to-day work of this position includes:
Enter Stripe sales receipts in QuickBooks Online and build the matching deposits, with sales tax allocated by state
Apply incoming check and ACH payments against open invoices
Categorize transactions across company bank and card accounts
File the monthly Washington B&O and sales tax return
Invoice project phases against signed statements of work
Prepare client block time reports and the invoices that accompany them
Submit invoices into a client procurement portal
Send reminders on overdue invoices and escalate those needing a decision
Work in a shared inbox, maintain an established label system, and route incoming requests to the correct team member
Answer routine client emails, including invoice copies, payment method updates, and plan questions
Schedule meetings across multiple team calendars and send calendar invites
Set up billing for new clients in Stripe and QuickBooks
Pull time reports from EverHour and work day-to-day in ClickUp
This role does not include payroll, bank reconciliations, company credit card access, or any WordPress or development work.
Requirements
This position requires a combination of skills and experience including, but not limited to:
Hands-on QuickBooks Online experience with sales receipts, deposits, undeposited funds, and bank feed categorization
Working understanding of multi-state sales tax, or the ability to learn it quickly with support
Excellent written communication; this is a client-facing position
Comfort using AI tools in daily work
Ability to independently manage recurring monthly deadlines
Availability during Pacific or Central business hours
Preferred skills
Additional skills and experience that would be beneficial to this position (but not required) including, but not limited to:
Bookkeeping for a small business or agency where you saw the full monthly cycle
Interest in financial reporting and in improving bookkeeping processes over time
Stripe
ClickUp, Airtable, EverHour, or comparable tools
Submitting invoices through a customer procurement portal such as Ariba or Coupa
Experience in an agency environment
What's in it for you:
This position offers
A defined, ongoing role with room to grow into broader operations work
Direct work with the Director of Operations and founder, with no layers in between
Flexible scheduling within Pacific or Central hours
A team that documents its work and answers questions
Application instructions:
To apply for this position, please submit ALL of the following through our application form. DO NOT submit application materials through Indeed or LinkedIn.
Your resume as a PDF
A short cover letter
A 3 to 5 minute video recording telling us:
A monthly close you owned from start to finish: what was in it, and what you did the last time something did not tie out
How you would record this in QuickBooks: a payment processor deposits one lump sum into our bank account representing about ten separate customer payments, minus a processing fee. How do you make the deposit match the bank and mark each customer's subscription paid?
What AI tools you use in your work, and what you use them for
Your available hours and time zone
What excites you about this role
Pro tip: Loom is a free tool for video recordings. Screen sharing during your video is welcome!
INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED.
About us:
Northwest Media Collective (northwestmediacollective.com) builds and maintains websites for roughly seventy clients across the country, from small trades businesses to nonprofits and public health organizations. We do everything from websites, videos, marketing, and SEO down to print and logo design. There are always a lot of coals on the fire here.
Northwest Media Collective is an equal opportunity employer. We encourage, value, and honor diversity.