Part-Time Bookkeeper (On-Site, 25 hrs/week)

About us
The Spa Mart is a Texas-based B2B wholesale distributor of spa and wellness products. We sell to spas, resorts and salons across the country through our Shopify B2B store. We ship about 325 orders a month from our Waco warehouse, and we also dropship from our vendors.

The role
You will own our day-to-day books. You will keep the ledger current every day, so work never piles up and gets done in batches. You will work closely with our COO and Executive Operations Coordinator.

Schedule
Monday to Friday, 5 hours a day, on site at our Waco warehouse.

What you will do

Daily and weekly:

• Categorize bank and credit card transactions in QuickBooks Online every day.
• Check every payment against gateway reports and bank deposits. A "paid" status in Shopify does not prove the money arrived. You confirm it did.
• Pull check deposit reports and apply each payment to the right customer and invoice.
• Enter and code vendor bills in Bill.com, match them to POs, and schedule payments by vendor terms.
• Send invoices and credit memos every day. Work the credit request queue in our accounting inbox the same day.
• Post customer payments, apply credits and track deposits on orders.
• Make collection calls on past-due accounts and log what happens. Email alone is not enough.
• Code freight bills by where the shipment went, following our SOP.
• Code sales tax correctly on every transaction.

Monthly:

• Close the books by a set deadline every month.
• Reconcile all bank accounts, credit cards and the merchant account.
• Reconcile Shopify sales and payouts to QuickBooks. Check what the sync tool posts instead of trusting it.
• Reconcile customer prepayments, deferred revenue, deposits on orders and store credit.
• Book revenue when orders ship, including large project orders paid in advance.
• Book monthly inventory and COGS entries. Stocked items and dropship items each get handled the right way.
• Prepare the P&L, balance sheet, cash flow and AR/AP aging reports, with short notes on what changed.

Quarterly and yearly:

• Support sales tax filings and tie them back to the ledger.
• Collect W-9s through the year and file 1099s on time.
• Put together a clean year-end package for our tax CPA.
• Help build the annual budget and review budget vs. actual each quarter.

How we work

• Every journal entry has a description and backup attached. No exceptions.
• We follow our written SOPs. If you see a better way, tell us. Don't quietly do it differently.
• If something looks wrong, you raise it the same week.
• A steady weekly pace beats catching up all at once.

What you bring

• 3+ years of full-cycle bookkeeping, ideally at a product or wholesale business.
• Strong QuickBooks Online skills. QBO certification is a plus.
• Accrual accounting experience, including inventory and COGS.
• Comfort with high daily transaction volume and many bank and card accounts.
• Experience with Shopify, Bill.com or a Shopify-to-QuickBooks sync tool is a plus.
• You are fine making collection calls.
• You are detail-oriented, organized and reliable without being chased.