Senior Bookkeeper / AP Specialist

About the Company

Our client is an established multi-brand lifestyle retail and e-commerce company operating across direct-to-consumer, wholesale, and physical retail channels. With a growing online footprint and multiple operating entities, the business is focused on strengthening its financial operations infrastructure to support continued scale and operational efficiency.

The company values accountability, direct communication, operational excellence, and long-term partnerships. Leadership is highly collaborative and empowers team members to take ownership, improve systems, and contribute meaningful operational improvements over time.

Role Overview

We are hiring a Senior Bookkeeper / AP Specialist to take full ownership of accounts payable operations and day-to-day bookkeeping for a multi-channel retail and e-commerce business. This role exists to create a faster, more organized, and highly reliable finance operation that enables leadership to focus on strategic growth instead of operational bottlenecks.

The position is highly execution-focused and requires someone who can independently manage AP workflows, reconciliations, vendor coordination, and month-end close responsibilities with minimal oversight. Approximately 80% of the role centers around accounts payable management, vendor invoice processing, and reconciliation work across multiple systems and vendor portals.

This role is ideal for a proactive, detail-oriented finance professional who thrives in fast-paced environments, communicates clearly with US-based stakeholders, and enjoys building structure and operational efficiency within growing businesses.

Core Responsibilities

Accounts Payable Ownership — 80%

• Process, enter, and route vendor invoices accurately through Bill.com

• Manage vendor B2B portals and reconcile invoiced quantities against warehouse receiving reports

• Coordinate payment prioritization and approval workflows with leadership

• Maintain a clean and organized AP inbox with consistent follow-through

• Prepare and distribute AP summary reports for leadership review

Bookkeeping & Reconciliation — 10%

• Perform daily and weekly transaction categorization in QuickBooks Online

• Reconcile bank accounts, credit card statements, and payment processor activity

• Match cash payout data against D2C, marketplace, and wholesale sales records

• Maintain accurate and organized financial records across multiple channels

Month-End Close — 5%

• Execute month-end close processes independently and on schedule

• Prepare reconciliation packages and supporting documentation for CFO review

• Investigate and resolve discrepancies proactively ahead of close deadlines

• Improve close efficiency, accuracy, and reporting consistency over time

Systems Navigation & Process Improvement — 3%

• Navigate multiple systems including QuickBooks Online, Bill.com, inventory systems, and vendor portals

• Identify sync issues, workflow inefficiencies, or process gaps proactively

• Support future AP system migrations and operational improvements

• Document workflows and build scalable SOPs

Stakeholder Communication — 2%

• Maintain responsive communication with founders and finance leadership

• Participate in periodic coordination calls with external CPA partners

• Escalate issues proactively and provide timely operational updates

Requirements

Must-Haves (Required)

• 2–5+ years of hands-on bookkeeping or accounting experience with full AP ownership

• Strong proficiency in QuickBooks Online (QBO)

• Experience using Bill.com or comparable AP automation platforms

• Background supporting D2C, retail, e-commerce, or multi-channel consumer businesses

• Experience managing vendor invoices, reconciliations, and high-volume AP workflows

• Strong organizational skills with the ability to manage multiple systems and priorities simultaneously

• Excellent written English communication skills

• High attention to detail and strong follow-through

• Self-directed and proactive working style with minimal need for supervision

• Long-term commitment mindset and ability to thrive in founder-led environments

Nice-to-Haves (Preferred)

• Experience with Shopify or Amazon marketplace reconciliations

• Exposure to inventory reconciliation and warehouse receiving workflows

• Background in apparel, lifestyle retail, CPG, footwear, or streetwear industries

• Multi-brand or multi-entity bookkeeping experience

• Familiarity with ShipHero or similar inventory management systems

• Experience supporting scaling or operationally complex businesses

Tools Proficiency

Must-Haves (Required)

• QuickBooks Online (QBO)

• Bill.com

• Vendor B2B Portals

• Google Workspace

• Capital One Portal

• American Express Portal

Nice-to-Haves (Preferred)

• Shopify

• ShipHero

• Amazon Seller Central

Benefits

About Pearl Talent

Pearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund. They’re looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years. Candidates we’ve hired have been flown out to the US and EU to work with their clients, and even promoted to roles that match folks onshore in the US.

Hear why we exist, what we believe in, and who we’re building for: WATCH HERE

• Paid Time Off

• Work From Home

• Training & Development