Finance & Accounting Coordinator

Accounting & Finance Coordinator (Full-Time) Role Summary

We’re looking for a reliable, organized, and financially literate bookkeeper to own the day‑to‑day financial operations of Milano Di Rouge and provide light bookkeeping support for two sister entities.

You’ll work directly with the Fractional CFO and external CPA firm to keep the books accurate, vendors organized, reconciliations current, and documentation clean. This is an execution and coordination role. It does not own accounting policy decisions, tax judgments, payment approvals, or broader financial strategy.

The CFO handles strategy and financial leadership. The CPA firm handles tax and year‑end. You keep everything running cleanly between them.

• Maintain accurate books in Quick Books Online (QBO) and BILL for Milano Di Rouge and two sister entities
• Record and categorize all transactions: income, expenses, COGS, and transfers
• Perform monthly bank and credit card reconciliations
• Maintain clean, audit‑ready records at all times
• Support the external CPA firm with documentation needed for tax preparation and year‑end close
• Prepare invoices and bills for payment in QBO Bill Pay; ensure all documentation is attached before submission for approval
• Maintain a vendor registry: contact info, payment terms, billing schedules, and invoice history
• Reconcile invoices against contracts; flag discrepancies to the CFO
• Monitor recurring bills for unexpected changes or billing discrepancies
• Track corporate card transactions weekly; follow up on missing receipts or memos per company policy
• Note:
  
  Payment submission and approval are handled separately per the company’s internal controls policy
• Reconcile revenue deposits from Shopify, Pay Pal, Shop Pay, Tik Tok Shop, Amazon, and wholesale/marketplace payouts against bank records
• Export and organize platform reports for monthly bookkeeping and close
• Track refunds, chargebacks, and processor fees
• Maintain a bank account log and flag unusual activity to the CFO

Prepare and deliver to the CFO and CPA firm:

• Receipts matched to transactions, tagged by vendor, category, department, and payment method
• Bank and credit card statements with CSVs
• A/P aging and paid bills list
• Expense detail with receipts by GL category
• Tax filings, confirmations, and any state notices or Avalara confirmations
• All files are stored in pCloud with consistent naming conventions

• Card documentation exceptions
• One observation on a recurring cost or process gap each month

• Manage Avalara: ensure sales tax settings are current, filings are submitted on time, and confirmations are documented
• Monitor and respond to state tax notices; coordinate with the CPA firm and CFO on resolution
• Track available tax credits and flag them for the CFO for review
• Maintain a compliance calendar covering all monthly, quarterly, and annual filing deadlines across all entities
• Renew business licenses across all entities before expiration; track renewal dates and fees
• Submit required annual reports, registrations, and state filings on time
• Maintain a Finance and Compliance Log of all key actions: filings submitted, notices received, agency calls made, credits identified
• Store all confirmations and filings in pCloud with consistent naming conventions

• Occasionally, this role may support a small number of related entities on routine bookkeeping or organizational tasks, as needed.

• Chief of Staff:
  Operational coordination as needed
• Fractional CFO:
  Point of contact for all financial matters
• External CPA Firm:
  Documentation delivery and coordination

• Quick Books Online (QBO):
  Core platform; must be comfortable navigating it
• Excel / Google Sheets:
  Solid working proficiency required
• Shopify Admin:
  Sales data exports and payout reports
• pCloud:
  Document storage and organization
• Bill Pay

• 2+ years of bookkeeping or accounting support experience
• Hands‑on experience with Quick Books Online
• Comfortable working in Excel and Google Sheets
• Familiar with reconciliation,…