# Remote Bookkeeper | Xero Specialist | U.S.-Based | Part-Time Contractor

**Company:** Executive Agility LLC

**Location:** United States only (100% remote)

**Engagement:** Independent contractor

**Hours:** Variable, part-time, with no guaranteed minimum hours

**Compensation:** hourly rate based on qualifications and experience

If you have not had extensive experience with Xero - please DO NOT APPLY.

We are seeking an experienced, dependable **Xero Bookkeeper** to manage our routine bookkeeping and financial administration, with the potential to expand the engagement into broader accounting and tax services depending on qualifications.

## Scope of Work (SOW)

### Bookkeeping & Reconciliation

- Maintain accurate and up-to-date financial records in Xero.

- Reconcile bank accounts, credit cards and other relevant accounts.

- Categorize transactions accurately and maintain the general ledger.

- Manage accounts payable and accounts receivable.

- Record contractor invoices, expenses, reimbursements and payments.

- Identify and resolve discrepancies, duplicate transactions and missing documentation.

- Maintain organized supporting records and audit trails.

### Client Invoicing & Revenue Reconciliation

- Prepare and review client invoices in Xero.

- Reconcile billable hours and project charges recorded in Productive.io against client invoices.

- Track monthly retainers, supplementary invoices, adjustments and outstanding balances.

- Identify potentially unbilled work, duplicate billing and reconciliation discrepancies.

- Monitor accounts receivable and overdue payments.

- Provide monthly invoicing reconciliation summaries for management review.

### Month-End & Financial Reporting

- Complete monthly bookkeeping and reconciliations.

- Prepare monthly profit and loss statements, balance sheets and cash flow summaries.

- Maintain accurate contractor expense and payment records.

- Highlight unusual transactions, accounting discrepancies and outstanding financial matters.

- Maintain a monthly close checklist and provide concise financial summaries.

### U.S. Tax & Compliance Coordination

- Maintain a calendar of applicable U.S. federal, state and local tax and reporting deadlines.

- Prepare bookkeeping records and supporting schedules for tax filings.

- Coordinate with the company's tax adviser regarding required documentation and deadlines.

- Assist with contractor tax documentation, including W-9 records and 1099 reporting.

- Identify potential compliance issues requiring professional review.

**Candidates qualified and authorized to prepare business tax returns or provide U.S. tax advisory services are particularly encouraged to apply.** Please clearly distinguish your bookkeeping experience from your tax preparation and advisory qualifications.

## Required Qualifications

- **Must be based in the United States.**

- Demonstrated professional bookkeeping experience with U.S.-based businesses.

- **Strong, hands-on Xero experience is essential.**

- Current Xero certification preferred.

- Experience with bank reconciliations, general-ledger maintenance, AP/AR and month-end closing.

- Familiarity with U.S. business taxation, contractor payments, W-9 documentation and 1099 requirements.

- Experience preparing accurate financial reports and maintaining supporting accounting records.

- Strong Microsoft Excel proficiency.

- Excellent attention to detail, confidentiality, communication and independent problem-solving skills.

## Highly Desirable

- CPA, Enrolled Agent (EA), or other relevant U.S. accounting or tax qualifications.

- Experience preparing or coordinating federal and state business tax returns.

- Experience with Nevada-based businesses and applicable state requirements.

- Bookkeeping experience with LLCs and professional services firms.

- Familiarity with Productive.io or similar project timekeeping and invoicing platforms.

- Experience reconciling retainer billing, time-and-materials invoices and contractor costs.

- Ability to advise on improvements to bookkeeping processes and financial controls.

## Engagement Arrangements

This is a remote, hourly independent contractor engagement with a flexible workload.

Hours will vary depending on transaction volumes, monthly invoicing, financial reporting and tax deadlines. **There are no guaranteed minimum hours.**

Candidates should be available for reasonable communication during U.S. Pacific Time business hours.

We are interested in developing an ongoing relationship with a reliable bookkeeping professional who can take responsibility for maintaining accurate financial records and meeting agreed reporting deadlines.

Application Questions

Please answer the following questions in your proposal:

1. **Location:** Which U.S. state are you based in, and what is your time zone?

2. **Xero experience:** How many years have you used Xero professionally? Are you currently Xero-certified?

3. **Bookkeeping experience:** What types of U.S. businesses have you worked with, and which bookkeeping functions do you personally perform?

4. **Month-end reporting:** Describe your experience completing bank reconciliations, month-end closing and preparing financial statements.

5. **Invoicing:** Have you reconciled time-tracking or project management systems against client invoices, including retainers and time-and-materials billing?

6. **U.S. tax:** Are you a CPA, Enrolled Agent or otherwise qualified to prepare U.S. federal and state business tax returns? Please identify your qualifications, current license or enrollment status where applicable, and the services you can provide.

7. **1099 compliance:** What experience do you have managing contractor payments, W-9 records and 1099 reporting?

8. **Availability:** What is your current availability, and can you accommodate variable monthly hours with no guaranteed minimum?

9. **Hourly rate:** What hourly rate in USD would you charge for bookkeeping? If you also provide tax preparation or advisory services, please state the separate rates.

10. **Commencement:** When could you commence?

**We are specifically seeking a hands-on Xero professional, not a general virtual assistant or project administrator.**