Full Charge Bookkeeper and Admin Support

Job Description

Job Description

Whittaker Mountaineering is seeking a proactive professional who enjoys building efficient systems, streamlining processes, and serving as a trusted partner to ownership. This role combines full-charge bookkeeping with executive administrative support, helping ensure smooth day-to-day operations and accurate financial management across multiple small businesses.

The ideal candidate is energetic, highly organized, detail-oriented, and thrives in a dynamic environment where priorities can shift. They will be proficient in QuickBooks, possess strong full-charge bookkeeping expertise, and take pride in creating organized, efficient systems that support the organization's long-term success.

Responsibilities

Accounting and Monthly Close

• Lead and manage the day-to-day accounting functions across WM, B&G, and RBC, including accounts payable, accounts receivable, general ledger maintenance, bank reconciliations, and monthly close
• Bring current outsourced bookkeeping in-house, fully replacing the external bookkeeping vendors
• Prepare monthly profit and loss statements and balance sheets for ownership review, in coordination with the external CPA
• Ensure POS drops for WM and B&G are accurate and reconcile against receipts, drop deposited weekly at the bank
• Prepare and remit monthly retail sales tax for Whittaker Mountaineering and BaseCamp Bar & Grill, and complete all required quarterly and annual tax filings
• Process payroll for WM, B&G, and RBC in Quickbooks and Gusto. Note: WM payroll in coordination with the HR Generalist.

Payroll and Benefits Administration (WM)

• Calculate and manage SIMPLE IRA contributions and company match for WM
• Coordinate and submit contributions to Charles Schwab on schedule

Cross-Entity and Vendor Finance

• Handle all cross-company invoicing between entities, including shared staff, shared utilities, and shared services
• Manage credit card programs across entities: reconciliation, policy enforcement, vendor billing disputes, and expense categorization
• Serve as primary liaison to the external CPA for tax preparation and year-end filings
• Manage banking relationships and monitor account activity across entities
• Review and maintain vendor contracts, flagging renewals and billing anomalies

Administrative and Executive Support

• Manage all business license renewals and annual filings for WM, B&G, RBC, and P-Dub LLC
• Maintain corporate records and entity compliance documentation
• Serve as a general operational resource to Peter and Kerry: troubleshoot problems, draft correspondence, and research options or recommendations
• Track action items and follow-ups from ownership-level meetings and conversations
• Weekly retrieval and distribution of business mail between the Eatonville and Ashford post office boxes
• For B&G: provide basic technology support and coordination, including onboarding to new tools and troubleshooting operational tech issues
• For B&G: support HR documentation, onboarding, and employee relations as needed in coordination with ownership

Trust and Confidentiality

This position requires the highest level of integrity, discretion, and professionalism. You will have access to confidential financial information, personnel matters, and ownership-level business decisions. As a trusted member of our leadership support team, sound judgment and confidentiality are essential to your success.

Role and Compensation Overview

Entities

Whittaker Mountaineering (WM), BaseCamp Bar & Grill (B&G), Rainier BaseCamp LLC (RBC), P-Dub LLC, and Peter Whittaker personal finances

Reports To

Peter Whittaker and Kerry Whittaker; Kristian Whittaker for Whittaker Mountaineering matters

Employment Type

Part-Time, Year-Round, Hourly, Non-Exempt

Hours Per Week

Approximately 30 hours per week

Compensation

$40.00 per hour 

Work Location

Hybrid — on-site at Rainier BaseCamp, Ashford, WA and remote from home

Peak Season On-Site

Minimum two days per week on-site (late April through early October)

Off-Season On-Site

Minimum one day per week on-site (November through April)

Orientation Period

Higher on-site presence expected during initial ramp-up

Medical & Vision

Eligible for company medical and vision plan at 30 hours per week, with a 90-day waiting period

SIMPLE IRA

Eligible for SIMPLE IRA salary deferral plan with company match after one year of employment

Paid Sick Leave

Accrues at 1 hour per 40 hours worked per Washington State law, available after 90 days

Vacation

Vacation accrual starts upon hire. Employees are eligible to use vacation after 90 days of employment.

Performance Reviews

Review at 30 days and 90 days; annual thereafter

Additional Employee Benefits

Whittaker Mountaineering

You are entitled to purchase items from Whittaker Mountaineering at 30% off the retail price. Applies to in-stock items only; sale items and Gear Cache items are excluded. Pro-deals are also available on vendor lines carried by the store.

Gear Rental

You are entitled to use WM rental gear at no charge for personal use, based on availability. Advance client reservations take priority. Equipment must be returned promptly and in clean condition after each use.

BaseCamp Bar & Grill  /  Whittaker's Bunkhouse Cafe

20% discount on all purchases.

RMI Expeditions Climbing Programs

You will have the opportunity to attend an RMI Summit Climb orientation program (on the clock) and, when space is available, participate in a guided RMI 4-Day Camp Muir Summit Climb program. Arrangements must be made with management and taken on days off without pay.