Senior Bookkeeper

We are looking for a detail-oriented Senior Bookkeeper / Accounting Operations Specialist to manage financial records and support accounting operations. You will be responsible for keeping the books accurate, reconciling 10+ accounts, managing vendor and customer payments, tracking trip profitability, and maintaining accurate financial and booking records. You will also help improve systems, reporting, and automation to reduce manual work. The role requires strong Xero, Excel and Google Sheets experience, along with the ability to work independently and handle confidential financial information.

Accounting & Reconciliation

• Perform monthly and quarterly reconciliations across 10+ bank, credit card, HubSpot and accounting accounts.
• Review and categorize expenses in Xero.
• Identify duplicate payments, missing transactions, unusual charges, and discrepancies.
• Maintain accurate financial records and supporting documentation.

Payments & Vendor Management

• Track vendor and customer payments, outstanding balances, and payment status.
• Coordinate domestic and international payments, including foreign currency transactions.
• Manage payments through platforms such as Convera (GlobalPay).
• Work with vendors, operators, and internal teams to resolve payment issues.

Trip Profitability & Reporting

• Track gross and net margins by trip or flight.
• Monitor trip-related costs including aircraft, catering, transportation, and other operational expenses.
• Prepare monthly, quarterly, and annual expense and financial reports.
• Maintain vendor variance and fixed-cost reports.
• Provide management with clear reporting on expenses, margins, and payments.

CRM & Systems Management

• Keep HubSpot deal stages and booking information up to date.
• Maintain accurate trip details, pricing, invoicing, and payment status.
• Reconcile HubSpot data with Xero and other financial records.
• Organize financial documents and shared accounting folders.

Process Improvement

• Build and maintain Excel and Google Sheets templates, dashboards, and reporting tools.
• Use formulas, pivot tables, and data validation to improve reporting.
• Identify opportunities to automate repetitive accounting and reporting tasks.
• Improve processes to reduce manual work and prevent errors.