Bookkeeper and Accounting Associate

ABOUT US

Innovator's DNA is a training and consulting company established to help individuals and organizations realize their full creative capacity and innovation potential. Our products and offerings include a range of trainings, action learning projects, e-learning courses, innovation management software, and innovation assessments. Our customers include Fortune 500 companies, top non-profit and government organizations, and leading academic institutions. We also operate a portfolio of strategic businesses designed to leverage iDNA's financial performance and produce supporting income streams for iDNA's shareholders.

JOB DESCRIPTION

Location: Remote

Start Date: Immediate

We are seeking a meticulous and self-directed Bookkeeper & Accounting Associate to own the day-to-day bookkeeping and basic accounting across our family of businesses and investment entities. This role covers multiple operating companies, real estate and hospitality properties, and passive investments held across a range of bank accounts, brokerage platforms, and wealth management tools.

Right now that activity lives in too many places. Your job is to bring order to it: one clean, consistent set of books per entity, reconciled every month, reported on a predictable schedule, and documented well enough that anyone can pick it up. This is a senior, build-and-maintain role, not a data-entry role. You will inherit a backlog, clean it up, and then keep it clean.

The ideal candidate is comfortable working independently, asks questions instead of guessing, and treats confidential financial information with absolute discretion. Flawless spoken and written English is a critical requirement for this role.

KEY RESPONSIBILITIES

1. Bookkeeping & Transaction Management

a. Own day-to-day bookkeeping in QuickBooks Online for all entities, keeping each set of books current and audit-ready.

b. Categorize and code transactions across all bank, credit card, and merchant accounts using a consistent chart of accounts.

c. Manage bank and credit card feeds, resolve uncategorized and duplicate transactions, and chase down missing documentation.

d. Maintain organized digital records of receipts, invoices, statements, and supporting documents.

2. Reconciliation & Monthly Close

a. Reconcile every bank, credit card, loan, and investment account monthly, without exception.

b. Record and reconcile intercompany transfers, owner contributions, and distributions between entities.

c. Run a defined month-end close calendar and deliver closed books within an agreed number of days after month end.

d. Investigate and resolve discrepancies, unexplained balances, and stale reconciling items.

3. Multi-Entity & Investment Accounting

a. Maintain separate, clean books for each operating company, property, and holding entity.

b. Track passive investments and record activity from brokerage, wealth management, and alternative investment statements.

c. Maintain schedules for capital contributions, distributions, partner equity, and fixed assets.

d. Organize K-1s, 1099s, and year-end investment documents and reconcile them to the books.

4. Accounts Payable & Receivable

a. Prepare and send client invoices, track receivables, and follow up on outstanding balances.

b. Process vendor bills, prepare payment runs for approval, and maintain vendor records including W-9s.

c. Track recurring subscriptions, utilities, and property expenses across entities and flag anything unusual.

d. Prepare and file annual 1099s for contractors and vendors.

5. Reporting & Financial Visibility

a. Deliver monthly financial statements (P&L, balance sheet, cash flow) per entity and on a consolidated basis.

b. Maintain a rolling view of cash position and balances across all accounts and institutions.

c. Produce budget-versus-actual reporting and highlight variances that need attention.

d. Build and maintain a simple owner-level dashboard that answers: what do we own, what do we owe, and where is the cash.

6. Compliance & Tax Support

a. Prepare clean year-end books and supporting schedules for our CPA and respond to their requests.

b. Track and support filing deadlines for sales tax, payroll-related items, business licenses, and state registrations.

c. Maintain entity records, EINs, registered agent details, and renewal calendars.

d. Flag compliance risks early rather than at the deadline.

7. Investment & Transaction Analysis (preferred)

a. Build financial models and analyses to evaluate potential asset purchases, sales, or investments.

b. Pull together the numbers behind a deal: purchase price, financing costs, projected cash flow, return on investment, and break-even.

c. Value and analyze real estate, equipment, and business acquisition opportunities, including comparable and income-based approaches.

d. Prepare clear, one-page summaries that give ownership what they need to make a decision, including the risks and the downside case.

e. Track performance of completed acquisitions and investments against the assumptions used to justify them.

8. Systems, Process & Cleanup

a. Audit the current state of the books, identify gaps and backlogs, and propose a prioritized cleanup plan.

b. Standardize the chart of accounts, naming conventions, and classes or locations across entities.

c. Document procedures so each recurring task has a written, repeatable process.

d. Recommend and implement tools and automations that reduce manual work and improve accuracy.

WHAT SUCCESS LOOKS LIKE

First 30 days: a complete inventory of every entity, account, and login, plus a written assessment of where the books stand and what needs cleanup.

First 90 days: all entities current in QuickBooks, all accounts reconciled, and a monthly close and reporting rhythm running on schedule.

Ongoing: books closed and reported on time every month, with no surprises at tax time.

QUALIFICATIONS

· 7+ years of bookkeeping and accounting experience, including senior or lead responsibility for the full close cycle.

· Experience supporting multiple legal entities or a portfolio of related businesses, not a single company.

· Strong working proficiency in QuickBooks Online, including multi-entity setup, bank feeds, and reconciliations. QuickBooks ProAdvisor certification is a plus.

· Solid understanding of double-entry accounting, accrual and cash basis, and the close process through trial balance.

· Comfort reading and reconciling brokerage, wealth management, and investment statements.

· Advanced spreadsheet skills (Excel or Google Sheets).

· Experience cleaning up neglected or disorganized books is strongly preferred.

· Exposure to real estate, rental, or hospitality accounting is a plus.

· Accounting or finance degree, or equivalent practical experience.

· Strong command of written and spoken English.

· Proven discretion in handling confidential financial information.

PREFERRED QUALIFICATIONS

These are not required, but a candidate who brings them will be considered first and compensated accordingly.

· Experience performing financial analysis or valuation work for asset purchases, sales, or investments.

· Ability to build a cash flow model, run ROI, IRR, cap rate, or payback calculations, and explain the assumptions behind them.

· Background in real estate or business acquisition analysis, including due diligence support.

· Track record of advising an owner or executive on whether a deal made financial sense, and being right about it.

· Experience with asset and depreciation schedules, debt structuring, or investment performance reporting.

CORE COMPETENCIES

· Accuracy and attention to detail

· Ownership and follow-through without supervision

· Integrity and confidentiality

· Systems thinking and process discipline

· Clear, proactive communication

· Comfort with ambiguity and cleanup work