Full Charge Bookkeeper en Seasons Catering

Description

We are seeking a Full Charge Bookkeeper to oversee the company’s financial recordkeeping, payroll administration, insurance policies, and subcontractor compliance. This role is responsible for maintaining financial books according to GAAP, ensuring timely and accurate payroll, managing accounts payable and accounts receivable, and preparing financial reports for leadership review. The ideal candidate is highly organized, detail-oriented, capable of managing deadlines, and confident in day-to-day accounting tasks and providing financial visibility to management.

This is a full-time, non-exempt position, performed in person.

PRIMARY RESPONSIBILITIES

Bookkeeping & Financial Management

• Record and reconcile daily financial transactions across all accounts.
• Work closely with all company purchasers for the timely and accurate coding of all financial data.
• Manage accounts payable and ensure timely and accurate payment of all vendors.
• Manage accounts receivable including invoicing, collections, reporting, and deposits.
• Generate and distribute a weekly A/R aging report; follow up with clients on overdue balances, and keep leadership informed of collection status.
• Create journal entries as required by Accountant or CPA.
• Assist in the development of annual budgets and forecasts; track performance against goals.
• Work closely with the accountant to coordinate timely data entry so that the accountant can close the books monthly.
• Prepare and present monthly financial reports only after the accountant has closed the books.
• Conduct monthly financial review meetings with leadership to discuss financial results, variances, and performance against targets.
• Manage company insurance policies, including general liability, auto, and other coverage; obtain quotes, prepare renewal documents, and ensure timely submission and policy renewals.

Payroll Administration

• Process biweekly payroll and unscheduled payrolls accurately and on schedule.
• Maintain payroll records, including onboarding, pay changes, deductions, garnishments, and benefits adjustments.
• Manage and distribute cash gratuity payouts to employees, ensuring accurate records and compliance with company policies.
• Track PTO, overtime, and other wage-related items.
• Coordinate with the company’s 401(k) plan provider to ensure employee contributions are processed accurately and on time.
• Ensure payroll company files tax returns and remits payroll taxes on time and accurately.
• Ensure compliance with federal, state, and local wage and hour regulations.

Subcontractor & Vendor Compliance

• Act as primary point of contact for subcontractor payment and compliance documentation.
• Collect and maintain W-9s.
• Track and update Certificates of Insurance (COIs) to ensure subcontractor compliance.
• Maintain accurate vendor profiles to support accountant in year end 1099 issuance.

Reporting & Support

• Provide leadership with regular updates on financial health and cash flow.
• Maintain accurate, organized records to support the accountant and CPA in audits and taxes.
• Collaborate with outside accountants and consultants as needed to ensure accuracy of financials.
• Handle finance-related administrative tasks such as filing, data entry, and responding to staff/client questions.

Requirements

Skills & Knowledge

• Advanced proficiency in QuickBooks (or comparable accounting software).
• Experience with payroll systems (Paylocity preferred; ADP, Gusto, Paychex or similar acceptable).
• Strong knowledge of accounting principles, payroll compliance, and tax reporting.
• Skilled in Excel and Google Sheets for financial reporting, analysis, formulas, and data management.
• Proven efficiency with software integrations and strong overall technology skills; ability to quickly learn, adopt, and manage new systems, tools, and workflows.
• Strong organizational skills, attention to detail, and ability to manage multiple deadlines.
• Ability to prepare and present financial data clearly to leadership and support decision-making.
• Excellent written and verbal communication and interpersonal skills.
• Ability to handle confidential information with discretion and professionalism.
• Experience in hospitality, catering, or service-based industries preferred.
• Familiarity with California payroll and tax requirements required.
• Previous experience conducting financial review meetings and preparing management-level reports required.

Education & Experience

• High school diploma or equivalent required.
• Associate’s or bachelor’s degree in accounting, finance, or a related field is preferred but not required.
• Proven experience in bookkeeping and finance is required and will be prioritized over formal education.
• Minimum 3–5 years of bookkeeping experience.
• Minimum 2–3 years of payroll administration experience.
• Experience conducting financial reporting and working with management teams preferred.