Job Description
Benefits
Pulled from the full job description
Work from home
Full job description
About Us
HighKey Agency is a fast growing digital PR and marketing firm specializing in personal branding, social media growth, and media placement for entrepreneurs, creators, and businesses across multiple industries. With a strong presence across digital platforms and performance driven campaigns, we help clients scale visibility and revenue through strategic marketing and brand positioning.
As we continue to expand our operations and manage a growing portfolio of clients and internal brands, we are seeking a detail oriented and proactive bookkeeper to take ownership of our day-to-day accounting operations and ensure financial accuracy across complex systems.
Position Overview
The Bookkeeper will manage core accounting functions, including Accounts Payable, Accounts Receivable, inventory reconcialiation, retail deduction management, multi-channel revenue reconciliation, and monthly close. This role is critical to maintaining accurate financial records across Amazon, Shopify DTC, national retail accounts, 3PL partners, and internal systems. It reports directly to the President and partners with outside CPA and operations leadership.
Key Responsibilities
Accounts Payable (AP)
Process and manage vendor invoices across contract manufacturers, 3PLs, frieght providers, marketing agencies, brokers, and professional services.
Ensure accurate coding of expenses, proper accrual treatment, and timely payments within negotiated terms.
Maintain vendor master records, including W9 collection and annual 1099 preparation, and resolve discrepancies.
Evaluate and implement AP automation (such as Bill.com) as transaction volume warrants.
Accounts Receivable (AR) and Retail Deduction Management
This is a core competency, not a peripheral task. The right candidate will have direct experience here.
Manage incoming payments from wholesale retail, marketplace, and DTC partners.
Reconcile customer accounts and follow up on outstanding invoices across multiple retailer payment cycles and terms (Net 30 through Net 90, EOM, and variations).
Support cash flow tracking and weekly cash position reporting.
Code, validate, dispute, and recover retailer deductions and chargebacks across retailer portals, including shortages, pricing discrepancies, compliance penalties (OTIF, ASN, label, routing), co op and MDF, new store allowances, slotting, scan based trading adjustments, and post audit claims.
Distinguish valid trade spend from invalid deductions; file disputes with supporting documentation and track recovery through resolution.
Reconcile broker commission accruals, sales reports, and deduction pass-throughs with third party sales representation firms.
Read and interpret standard EDI transactions (810, 850, 856, 812, 820) in coordination with 3PL and EDI service providers.
Inventory and COGS Management
Inventory is currently managed manually outside QuickBooks Online, via ShipHero at our 3PL partners and through retailer portals. A priority project for this role is to build a disciplined, GAAP aligned inventory accounting process.
Reconcile inventory across Amazon FBA, 3PLs (including ShipHero), retailer DCs via ASN, contract manufacturer, freight forwarder, and any sample or demo inventory.
Track Cost of Goods Sold (COGS) and inventory adjustments by SKU and channel.
Investigate and resolve discrepancies between physical, platform, and accounting records.
Work closely with operations on inventory movements and reporting.
Apply landed cost methodology: allocate freight in, duties, tarrifs, and inspection costs to unit cost at the SKU level. Move these from period expense to capitalized inventory where GAAP requires.
Maintain FIFO inventory valuation.
Coordinate cycle counts and annual physical inventory with 3PL partners; book book to physical adjustments and maintain a shrinkage reserve.
Maintain reserves for obsolescence, slow moving inventory, short-dated product, and promotional or damaged goods.
Account for kitting, bundling, and retailer specific SKU cost build-up.
Record inter channel transfers (FBA to DTC, retailer returns to 3PL, and related movements).
Amazon and Ecommerce Reconciliation
Reconcile Amazon settlements, fees, refunds, chargebacks, reimbursements, and lost or damaged inventory claiims against Seller Central and bank deposits.
Reconcile Shopify payouts, processor fees, refunds, and disputes.
Ensure accurate recording of revenue, fees, and payouts under ASC 606 by channel.
Account for subscription revenue through Recharge, return transactions through Returnly, and reconcile marketing-related expenses (including Klaviyo and paid media) to the correct period.
3PL and Logistics Accounting
Reconcile invoices from third party logistics providers, including ShipHero based operations.
Track storage, receiving, pick and pack, kitting, fulfilment, and outbound freight costs.
Ensure alignment between 3PL reports and financial records, investigating variances promptly.
Bank and Credit Card Reconciliation
Perform monthly reconciliations across all bank accounts and credit cards.
Identify and resolve discrepancies.
Maintain a rolling weekly cash position report and support a 13 week cash flow forecast.
Month-End Close
Prepare and complete the monthly close process in QuickBooks Online, including standard and recurring journal entries, accruals, prepaid amortization, and deferred revenue schedules.
Maintain general ledger accuracy.
Generate financial reports (P&L, balance sheet, cash flow) within a defined business-day window.
Maintain a documented close checklist.
Sales Tax and Regulatory Compliance
Manage multi-state sales tax through Avalara or TaxJar, including returns preparation, filing coordination, and reconciliation.
Monitor economic nexus thresholds across all states where the business has DTC or wholesale activity.
Apply marketplace facilitator rules correctly (Amazon collects and remits in most states; Shopify generally does not).
Maintain resale certificates for wholesale customers and manage use tax on samples, seeding, and promotional product.
Revenue, Margin, and Channel Reporting
Produce gross to net revenue bridges by channel, capturing trade spend, deductions, returns reserves, and allowances.
Build and maintain monthly channel P&Ls, including true contribution margin after channel-specific costs.
Deliver SKU level profitability reporting at least quarterly.
Support promotional ROI analysis tied to price off, TPR, and ad spend.
Returns, Refunds, Accruals, and Audit Readiness
Account for returns and refunds across Amazon, Shopify DTC, and wholesale channels.
Track subscription revenue and related deferred revenue through Recharge.
Maintain accruals and prepaid expense schedules.
Support the outside CPA during tax preparation and annual review.
Maintain clean, audit ready books suitable for investor, lender, or acquirer diligence, including fixed asset register, prepaid amortization, accrual schedules, and complete audit trail.
Payroll Readiness
Payroll is not currently in scope. The right candidate will be capable of onboarding and running payrolle (through Gusto, Rippling, ADP, or a comparable platform) if and when the business brings it in house, including reconciliation, tax deposits, and year-end reporting.
Qualifications
5+ years of full charge bookkeeping or staff accounting experience, or 3+ years with explicit CPG and multi retailer wholesale experience.
Direct, demonstrable experience with big box retail accounting: deduction coding, dispute filing, chargeback recovery, and retailer portal reconciliation.
Inventory accounting experience in a physical goods environment, including landed cost allocation, FIFO valuation, and multi location reconciliation (required).
Mastery and certification in QuickBooks Online.
Proficiency in Avalara and TaxJar, or directly comparable multi state sales tax platforms.
Familiarity with Amazon Seller Central, Shopify, and supporting ecommerce tools.
Familiarity with ShipHero or comparable 3PL warehouse management systems.
Working familiarity with standard EDI transaction sets (810, 850, 856, 812, 820).
Experience working with 3PLs and fulfillment cost structures.
Advanced Excel and Google Sheets.
Close attention to detail and the ability to work independently.
Nice to Have
Experience in CPG or pet wellness brands.
Familiarity with scaling startups.
Experience with multi channel revenue streams (Amazon, DTC, wholesale).
Experience implementing an ecommerce reconciliation tool (A2X, Link My Books, Finaloop, or similar) from scratch.
Experience migrating inventory accounting from manual tracking into an accounting or inventory management system.
Familiarity with Recharge, Returnly, and Klaviyo.
Familiarity with AP automation platforms (Bill.com, Ramp, or similar).
Experience supporting a company through investor diligence, a line of credit, or an M&A transaction.
Experience running payroll through Gusto, Rippling, ADP, or comparable platforms.
Accounting degree, CPA, or active CPA candidacy.
What Success Looks Like
Clean, accurate books with minimal CPA adjustments.
Inventory and financials fully reconciled across systems, with landed cost properly capitalized at the SKU level.
Ecommerce reconciliation tool implemented and operating.
Retailer deduction dispute process running with documented recovery rates.
Month end close completed on time.
Clear visibility into margins, COGS, and cash flow, delivered to the CEO on a predictable cadence.
Weekly cash position and 13 week cash flow forecast maintained.
Books, schedules, and documentation audit-ready at any time.
Benefits:
Work from home
Work Location: Remote
