Accounting Bookkeeper

At IVitamin, our North Star is simple but powerful: promoting health, energy, vitality, and the joy of feeling your best. We are a boutique wellness clinic offering IV hydration therapy and regenerative treatments, designed for the health-conscious and wellness-driven.

Our Infusion Hydration Lounges in downtown Austin and North Austin provide a high-end, welcoming experience for clients looking to boost energy, improve health, and achieve balance. Join our team and help clients feel their best, be their best, and live their best!

Learn more about us here: IVitamin.

Position Summary

We are seeking an experienced Bookkeeper to manage the financial operations on a part-time basis (approximately 30 hours per week) and play a crucial role in supporting the clinic’s mission of improving clients' wellness by ensuring the business’ financial health and integrity. 

While working with our outsourced controller, you will perform full-charge bookkeeping duties, oversee the clinic’s financial record-keeping and support management with timely reports and insights, helping to keep the clinic’s operations running smoothly and in compliance with healthcare industry standards. 

Key Responsibilities

• Daily Financial Transactions: Record and categorize all financial transactions including sales revenue, customer payments, and vendor expenses, maintain the general ledger with proper classification, ensure receipts and invoices are properly documented and archived for auditing purposes.
• Accounts Payable: Manage the accounts payable process in Bill.com by tracking vendor bills, verifying their accuracy, and scheduling timely payments. 
• Accounts Receivable: Tasks include creating event invoices, recording incoming payments and following up on any overdue accounts. 
• Bank Reconciliations: Perform monthly reconciliations of bank and credit card accounts, consolidate monthly financials for two separate entities and manage separate set of books for fractional franchise arm of business.
• Inventory Management: Work with clinic managers and staff to ensure accuracy of inventory cost and help to establish processes where needed to keep accurate records and reporting.
• Payroll Processing: Prepare and process payroll for clinic staff on a bi-weekly schedule. Ensure payroll expenses, tax withholdings and deposits are properly allocated. Coordinate the filing of quarterly and annual payroll tax returns with third party payroll software.
• Tax Compliance: Handle basic tax filings relevant to the clinic’s operations. Prepare and file sales tax returns and collect and prepare forms for independent contractors or vendors as required. Liaise with the clinic’s outsourced controller and tax advisor to support preparation of income tax returns.
• Financial Reporting: Prepare monthly financial statements including Profit & Loss, balance sheets, and cash flow reports for management review. Summarize key financial metrics and highlight any trends or concerns. 
• Cash Flow Management: Maintain weekly cash flow worksheets to ensure sufficient funds for upcoming expenses, manage inter-account transfers for multiple bank accounts, alert management to any potential cash shortfalls and assist in budget planning to control costs.
• Record Management: Maintain an organized system for financial records. Keep the general ledger up-to-date and ensure all supporting documents are filed properly for easy retrieval; implement controls where needed to ensure transaction integrity.
• Systems & Software: Help oversee the integration and use of financial software tools, including QuickBooks, Gusto and Zenoti to ensure data flows correctly between systems, troubleshoot syncing or data import issues and introduce automation or process improvements where applicable.
• Compliance & Confidentiality: Adhere to healthcare industry regulations, ensure patient financial records are handled with confidentiality and in compliance with HIPAA and other privacy laws. Work with management to implement any internal financial policies or controls needed for compliance.
• Collaboration & Support: Provide documentation and support during financial audits or reviews, assist management in understanding financial reports.
• Special Projects: As a growing clinic, there may be ad-hoc finance projects that could include helping to evaluate new software, contributing to business plans or grant budgets, or analyzing costs/profitability of new service lines.

Qualifications

• High school diploma or equivalent required. Associate’s or Bachelor’s degree in Accounting, Finance, or a related field is strongly preferred. Relevant certifications a plus.
• Minimum 3 years of experience in bookkeeping/accounting required.
• Strongly preferred: Small business and medical/wellness work environment; experience with and knowledge of a business comprising two entities that require consolidation and managing a separate set of books.
• Strong understanding of basic accounting principles and practices; including accounts payable/receivable, double-entry bookkeeping, accruals, and preparing financial statements. Familiarity with GAAP standards for small businesses or clinics is expected.
• Proficiency in QuickBooks Online and strong skills in Microsoft Excel and Google Suite are required. Experience in Gusto, Zenoti and Bill.com a plus.
• Exceptional attention to detail and accuracy in all work. 
• Ability to manage recurring tasks on schedule and keep financial documents systematically organized. 
• A strong sense of ethics and discretion when dealing with financial and patient information.
• Solid written and verbal communication skills to clearly and simply explain financial matters in communication with vendors, banks, or software support teams.
• Strong analytical and problem-solving skills in a financial context; experience analyzing financial trends, budgeting, or forecasting in addition to basic bookkeeping is a plus.
• Willingness to adapt and learn industry-specific practices in a dynamic and fast-paced environment.
• Self driven, proactive, ability to work independently with minimal supervision, continuously looking for ways to improve financial processes or save on costs.

This is a remote role for candidates in the Austin, TX area. Part-time, approximately 30 hours per week. Estimated hours 9am-3pm CST.
Expected annual salary: $40,000 - $45,000.