Senior Bookkeeper

Job Description

Ballantyne Plastic Surgery | Charlotte, NC
Position Type: Part-Time or Full-Time
Reports To: Practice Owner / Operations Lead

About Ballantyne Plastic Surgery

Ballantyne Plastic Surgery is a well-established plastic surgery and aesthetics practice in Charlotte, NC, focused on delivering high-quality surgical and non-surgical aesthetic care. As the practice enters its next phase of growth, we are seeking a detail-oriented and trustworthy Bookkeeper to help strengthen our financial operations, reporting, and day-to-day accounting processes.

Position Overview

The Bookkeeper will be responsible for maintaining accurate financial records, supporting accounts payable and receivable, reconciling bank and credit card accounts, tracking expenses, and helping leadership maintain clear visibility into the financial health of the practice.

This role is ideal for someone who is highly organized, discreet, comfortable working in a medical or professional services environment, and able to manage financial details with accuracy and consistency.

Financial Recordkeeping & Reconciliation

• Maintain accurate and up-to-date financial records in Quick Books or similar accounting software.
• Reconcile bank accounts, credit cards, merchant processing deposits, and payment platforms.
• Track daily, weekly, and monthly revenue activity.
• Ensure transactions are properly categorized by department, provider, service line, and expense category where applicable.
• Identify and flag discrepancies, missing documentation, or unusual activity.

Accounts Payable & Vendor Management

• Enter and track vendor bills, invoices, and recurring expenses.
• Prepare payments for approval by management.
• Maintain organized vendor records and W-9 documentation.
• Monitor due dates to avoid late fees or missed payments.
• Assist with expense controls and vendor spend tracking.

Accounts Receivable & Patient Payment Support

• Support reconciliation of patient payments, deposits, refunds, and financing transactions.
• Coordinate with front desk or patient care teams to ensure payment records match practice management systems.
• Help track outstanding balances, prepaid packages, credits, and deferred revenue where applicable.
• Assist with payment plan tracking and reconciliation.

Payroll & Contractor Support

• Prepare payroll-related reports and coordinate with payroll provider as needed.
• Track employee hours, commissions, bonuses, stipends, or provider compensation inputs.
• Maintain records for W-2 employees and 1099 contractors.
• Assist with benefits, reimbursements, and payroll-related expense tracking.

Reporting & Month-End Close

• Support monthly close process, including reconciliations and expense review.
• Prepare basic financial reports such as:
• Provide leadership with clean, timely financial information to support business decisions.
• Work with outside CPA, tax advisor, or accounting firm as needed.

• Profit and loss statement
• Balance sheet
• Cash flow summary
• Revenue by category or provider
• Accounts payable and receivable reports

Compliance & Documentation

• Maintain organized digital records of invoices, receipts, payroll reports, deposits, contracts, and financial documents.
• Support tax preparation, sales/use tax filings if applicable, and year-end reporting.
• Ensure confidentiality of financial, employee, and patient-related information.
• Follow HIPAA-aware practices when handling any documents that may include patient information.

• 3+ years of bookkeeping or accounting experience preferred.
• Experience with Quick Books Online or similar accounting software required.
• Experience in a medical practice, med spa, plastic surgery practice, dental office, or professional services business strongly preferred.
• Strong understanding of bank reconciliations, accounts payable, accounts receivable, payroll coordination, and month-end close.
• Comfortable working with merchant processors, financing platforms, payroll providers, and practice management systems.
• High attention to detail and accuracy.
• Strong organizational skills and ability to meet deadlines.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Proficiency with Microsoft Excel or Google Sheets.
• CPA not required.

• Experience with healthcare, aesthetics, me