Accounting Bookkeeper

Job Description - Accounting Bookkeeper

About the Company: Propedix is a biopharma and consumer health company dedicated to advancing innovative treatments in healthcare. Our flagship product, Dryello for Athlete’s Foot, features breakthrough anti-fungal and drying-agent technology. Propedix is building a pipeline of advanced over-the-counter and prescription treatments in dermatology and consumer health.

Position: Accounting Bookkeeper (Independent Contractor)

Position Overview: Propedix is seeking a detail-oriented Accounting Bookkeeper to support the Accounting department, with a primary emphasis on accounts payable administration through Bill.com. This role is responsible for maintaining accurate records, enforcing the company’s established invoice-submission and approval workflow, and helping ensure that complete, properly authorized documentation is retained for each payment. The successful candidate will be organized, responsive, comfortable following defined internal controls, and able to identify incomplete, duplicate, incorrectly coded, or unauthorized payment requests before they are processed.

Key Responsibilities

· Administer the accounts payable workflow in Bill.com, including invoice intake, data entry, coding, routing, status tracking, and payment support.

· Confirm that each invoice or payment request includes sufficient supporting documentation, a clear business purpose, the correct legal entity, and the required approval before payment is scheduled.

· Enforce the company-wide payables process by redirecting incomplete or improperly submitted requests back to the requester and documenting the missing information.

· Review vendor names, invoice numbers, dates, amounts, payment terms, and attachments to identify potential duplicates, inconsistencies, or errors.

· Apply or validate general ledger account, department, class, location, and other coding fields in accordance with Accounting guidance.

· Maintain complete and orderly electronic records in Bill.com so invoices, approvals, payment status, and audit support can be retrieved efficiently.

· Monitor outstanding approvals and upcoming due dates; follow up with requesters and approvers to prevent late payments or obligations from falling through the cracks.

· Assist with vendor setup and changes, including collection of required tax and payment information, while escalating requests involving bank-detail changes or other fraud risks.

· Reconcile Bill.com activity to QuickBooks and supporting schedules; research and resolve missing, duplicated, voided, or misapplied transactions.

· Support accounts receivable, bank reconciliations, month-end close, trial-balance preparation, and other bookkeeping assignments as needed.

· Prepare organized schedules and documentation for management, tax filings, and future audit requirements.

· Communicate professionally with employees, vendors, and management regarding invoice status, required documentation, approval delays, and payment questions.

Required Payables Control Standards

· No invoice should be released for payment without an invoice or equivalent support, documented business purpose, appropriate coding, and evidence of authorization.

· Invoices must be submitted through the designated Bill.com workflow rather than informal or undocumented payment requests.

· The Bookkeeper must not approve their own transactions or bypass established approval levels.

· Potential duplicate invoices, unusual vendor requests, changed bank instructions, and urgent off-cycle requests must be escalated before payment.

· Records must be maintained consistently to support GAAP-compliant accounting, accurate financial reporting, timely vendor payment, and audit readiness.

Location and Work Arrangement

· Must reside in Southern California; Orange County is preferred.

· Work may be completed remotely, with possible quarterly in-person meetings.

· Contract position averaging approximately 5-7 hours per week.

· This is a 1099 independent contractor position.

Education, Experience, and Skills

· Bachelor’s degree in accounting, finance, business, or a related field is preferred; equivalent relevant experience may be considered.

· One to three years of accounts payable, bookkeeping, or similar accounting experience.

· Hands-on Bill.com experience is strongly preferred, including invoice coding, approval routing, payment status review, and synchronization with QuickBooks.

· Working knowledge of QuickBooks and Microsoft Excel or Google Sheets.

· Basic understanding of GAAP, segregation of duties, approval controls, supporting documentation, and audit trails.

· Strong attention to detail and the ability to recognize duplicates, inconsistent coding, incomplete support, and unusual payment requests.

· Excellent organization, follow-through, time management, written communication, and professional judgment.

· Ability to protect confidential financial, vendor, employee, and banking information.

Compensation: $20-$30 per hour, depending on experience and qualifications.

Flexible work from home options available.