Remote Finance Ops Architect: Bookkeeping & Compliance

Company Description ADOPTER Media is a dedicated podcast advertising agency, focused on designing effective podcast ad campaigns for businesses. The agency specializes in educating brands on how to leverage podcast sponsor ships to reach highly engaged audiences. ADOPTER Media is committed to creating campaigns that benefit advertisers, podcasters, and listeners alike. The team helps brands and businesses identify and develop meaningful sponsorship opportunities that align with their goals and values.

Location

This role is primarily remote, but it's important to able to meet up and collaborate with our founder, based in Las Vegas, NV.

The Role

This is an oversight and accountability role, overseeing and managing systems. Heads-down data-entry is the exception, not the rule. The goal is to automate as much as possible and optimize the process.

We already have team members who handle day-to-day reconciliation and manage our payment systems, and we're building AI-powered tools to automate the routine data entry. What we need is a sharp, organized, detail-obsessed person to sit above all of that: verify that the money coming in and going out is accurate, keep our books in order, submit and verify payments, own our compliance and filing deadlines, and keep leadership ahead of anything time-sensitive.

Put simply: your job is to make sure nothing slips. If a client payment doesn't match the ad schedule, you catch it. If a filing deadline is coming up in another state, you flag it before it's a problem. If a vendor payment is ready to go, you verify the math and tee it up. You're the quality-control and accountability layer that lets our founder stop worrying about finance and trust that it's handled.

What You'll Own

• Accounts Payable & Receivable oversight. Verify that client payments line up with our ad schedules and agency fees (net vs. gross vs. commission), audit incoming vendor bills, investigate and document any discrepancies, and approve or initiate transactions once you've confirmed they're correct.
• Clean, tax-ready books. Maintain accurate books across two entities. Set up and refine expense-categorization rules with our founder (e.g., how a given purchase should be coded, dollar-amount thresholds, recurring vendors), then quality-check automated entries and flag anything that doesn't fit the pattern or needs a new rule.
• The compliance calendar. Track and stay ahead of multi-state payroll, tax, and filing deadlines across the states we operate in (Nevada, New York, Louisiana, Minnesota, and California). Proactively flag what's due, what's at risk, and what needs attention — before it's late.
• Vendor and partner communication. Confirm payments received, track and share invoice numbers, follow up on outstanding receivables, and coordinate cleanly with our billing partners and vendors.
• The dashboard. Maintain a live Google Sheets dashboard (built together with our founder) showing cash position, AR aging, and deadline/compliance status, plus a brief weekly rundown of where things stand and what needs eyes.

What We're Looking For

• 2–5 years of hands-on experience in bookkeeping, accounts payable/receivable, or finance operations.
• Strong spreadsheet skills — you're comfortable in Excel and/or Google Sheets with formulas, lookups, and pivot tables, and you can spot a number that's off.
• Serious attention to detail and process discipline. You catch the discrepancy everyone else missed, and you'd rather ask a question than guess.
• Ownership mentality. You don't need to be micromanaged. Give you a responsibility and you make it yours — on schedule, done right.
• Clear, proactive communication. You keep people informed without being asked, and you're comfortable being the point of contact for vendors, partners, and leadership.
• Comfort with deadlines and compliance. You take due dates seriously and stay ahead of them.
• Trustworthy and discreet. You'll have access to sensitive financial information, bank details, and company funds — and we take that seriously.

Nice to Have (Not Required)

• Experience with multi-state payroll, tax, or compliance.
• Experience and interest with AI and AI coding tools (Claude Code, Codex).
• Familiarity with Quick Books Online, Xero, or similar accounting software.
• Exposure to AP-automation tools.
• Background in media, advertising, or agency billing.
• Ambition to grow into a broader finance operations or finance manager role over time — this position has room to expand for the right person.