Bookkeeper (Fleet Operations)

We’re looking for a Bookkeeper who can bring precision, structure, and reliable financial tracking to a fast-moving fleet services operation. Your work will sit at the intersection of accounting, operations, and parts management, ensuring that every purchase is properly documented, reconciled, and reflected in QuickBooks Online.

This role is ideal for someone who is detail-obsessed, proactive, and comfortable working in a high-volume environment where accuracy matters. If you thrive on clean books, airtight reconciliation, and building order in the middle of operational complexity, this role is a strong fit.

Why You’ll Want to Join

• Paid in USD twice monthly (15th and 30th)
• Up to 14 days Paid Time Off annually (starting Day 1)
• Observance of Holidays based on your location
• 100% remote setup so you can work wherever you are most productive
• Work closely with operations, dispatch, and accounting teams
• Join a company modernizing fleet maintenance through mobile-first solutions

What You’ll Work On

Receipt Collection and Verification

• Collect receipts from parts dispatchers, parts managers, field managers, and technicians
• Verify vendor name, date, total amount, and item descriptions
• Match receipts to their correct credit card transactions in QuickBooks Online
• Ensure every receipt is clearly labeled with work order numbers or parts request references

Credit Card Transaction Reconciliation

• Review daily or weekly credit card statements for parts-related purchases
• Match each charge to its corresponding receipt and assign the correct expense category
• Flag missing, duplicated, or unclear transactions and follow up with operations teams
• Work with field and parts personnel to resolve discrepancies

QBO Entry Matching and Coding

• Confirm all parts purchases are properly coded in QuickBooks Online
• Reconcile parts spending with work orders, internal logs, and usage documentation
• Match QBO entries to receipts, credit card transactions, and parts reports
• Ensure every purchase is tied to a valid business need and approved request

Cross-Department Coordination

• Collaborate with the Parts Manager and Dispatchers to confirm parts received versus parts billed
• Track parts marked as used, returned, staged, or awaiting installation and ensure accounting accuracy
• Maintain alignment between physical inventory, usage reports, and financial records

What You Bring

• 3+ years of bookkeeping or accounting support experience
• Strong proficiency with QuickBooks Online
• Experience in reconciliation, expense verification, and credit card matching
• High attention to detail with excellent follow-through
• Ability to communicate clearly with operations, dispatch, and parts teams
• Strong organizational skills and a mindset built for accuracy
• Comfortable working in fast-paced operational environments

Nice to Have

• Experience in fleet services, parts management, or logistics businesses
• Familiarity with tools like HubSpot, ShopMonkey, Tekmetric, AutoLeap
• Familiarity with work order systems or dispatching workflows
• Background supporting multi-location or multi-territory operations

How to Apply

Please include:

1. Your updated resume
2. A short 1–2 minute Loom video explaining your bookkeeping experience and approach to reconciliation

Only candidates who submit both a resume and Loom video will be considered.

If you’re meticulous, reliable, and motivated by clean books and accurate records, this role gives you the opportunity to own a critical piece of financial operations inside a team that values precision and trust.

Application Process Overview

Our comprehensive selection process ensures we find the right fit for both you and our clients:

1. Initial Application - Submit your application and complete our prequalifying questions
2. Video Introduction - Record an video introduction to showcase your communication skills and work experience
3. Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
4. Recruitment Interview - Initial screening with our talent team
5. Executive Interview - Meet with senior leadership to discuss role alignment
6. Client Interview - Final interview with the client team you'd be supporting
7. Background & Reference Check - Professional reference verification
8. Job Offer - Successful candidates receive a formal offer to join the team

Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations. We'll keep you informed throughout the process and provide feedback at each step.