US E-commerce Bookkeeper
Remote | Full-time | Philippines-based - 20 hours per week.
PHIX is a fast-growing international fashion and e-commerce brand operating across the UK, US and Europe. Our UK company is the parent company of our US subsidiary, and we are looking for an experienced US Bookkeeper to take ownership of the day-to-day bookkeeping for our US operation.
This is a long-term, full-time position for someone with genuine US bookkeeping experience and a strong understanding of Shopify and e-commerce accounting.
You will report to our Group Finance Manager and work closely with our UK finance team, US accountant, fulfilment partners and operational teams.
About the role
You will be responsible for maintaining accurate, fully reconciled and well-organised books for our US subsidiary.
The role will involve much more than entering transactions. We are looking for someone who can confidently reconcile high-volume e-commerce activity, investigate discrepancies, maintain supporting schedules and ensure the US accounts are ready for monthly management reporting and CPA review.
Key responsibilities
- Maintain the day-to-day bookkeeping for our US company in QuickBooks Online
- Reconcile US bank accounts, credit cards and payment platforms
- Reconcile Shopify payouts against sales, refunds, fees, chargebacks and bank deposits
- Reconcile Stripe, PayPal and other payment-provider activity
- Process and review supplier bills, fulfilment invoices and operational expenses
- Maintain accurate Accounts Payable and Accounts Receivable records
- Review supplier statements and identify missing, duplicated or incorrectly posted transactions
- Reconcile US warehouse and 3PL invoices
- Review fulfilment, shipping, freight, customs and logistics charges
- Support inventory, cost of goods sold and landed-cost accounting
- Maintain accrual, prepayment, fixed-asset and loan schedules where required
- Prepare and post appropriate month-end journal entries
- Assist with monthly balance-sheet reconciliations and closing schedules
- Prepare accurate Profit and Loss, Balance Sheet and Cash Flow reports for review
- Support the preparation of US sales-tax reports and provide information required by external advisers
- Maintain contractor records and support W-9 and 1099 processes where relevant
- Prepare complete and organised records for our US CPA
- Investigate unusual transactions and escalate discrepancies promptly
- Maintain audit-ready supporting documentation for all material transactions
Intercompany responsibilities
Our US company is owned by our UK parent company, so experience with intercompany accounting is highly desirable.
You will work with our Group Finance Manager and UK bookkeeper to:
- Record and reconcile transfers between the UK parent and US subsidiary
- Maintain accurate intercompany due-to and due-from balances
- Ensure transactions agree across both company ledgers
- Reconcile shared costs and expenses paid on behalf of another entity
- Support the accounting of intercompany loans, stock movements, reimbursements and service charges
- Identify unmatched or incorrectly classified intercompany transactions
- Maintain clear supporting documentation for all intercompany activity
The Group Finance Manager and external accountants will determine the appropriate accounting and tax treatment. Your responsibility will be to ensure that the agreed treatment is applied accurately and consistently.
Additional finance responsibilities
Alongside the US bookkeeping, you may also take ownership of selected financial control and checking tasks across the wider group, such as:
- Reviewing DHL, courier and logistics transactions
- Checking that shipping charges have been allocated to the correct company and account
- Reviewing fulfilment invoices for pricing or quantity discrepancies
- Checking supplier statements and identifying duplicate charges
- Supporting stock, margin and landed-cost reporting
- Carrying out other finance checks and reconciliations requested by the Group Finance Manager
Essential experience
- At least two years of professional US bookkeeping experience
- Strong experience using QuickBooks Online
- Genuine Shopify or e-commerce bookkeeping experience
- Experience reconciling high-volume online sales and payment settlements
- Strong bank, credit-card and balance-sheet reconciliation skills
- Experience with Accounts Payable, Accounts Receivable and month-end close
- Understanding of refunds, chargebacks, payment-processing fees and clearing accounts
- Experience working with multi-currency transactions
- Strong Excel or Google Sheets skills
- High attention to detail and confidence investigating discrepancies
- Clear written and spoken English
- Ability to work independently while following established controls and deadlines
- Experience working remotely with international teams
Highly desirable experience
- Intercompany accounting within a parent and subsidiary structure
- US e-commerce sales-tax reporting support
- Inventory, cost of goods sold and landed-cost accounting
- Fashion, retail or product-based e-commerce
- US warehouse or 3PL reconciliations
- Shopify, Stripe, PayPal, Wise, Bill.com, Brex or similar platforms
- Working with a US CPA
- Supporting W-9 and 1099 administration
- Experience with international or cross-border businesses
What we are looking for
We are looking for someone who is:
- Honest and transparent
- Accurate and highly organised
- Comfortable taking ownership of their work
- Commercially aware and able to spot unusual activity
- Proactive in raising questions rather than making unsupported assumptions
- Able to explain discrepancies clearly
- Consistent with deadlines and month-end processes
- Interested in building a long-term career with a growing international business
This is not a general virtual assistant position. We are specifically looking for a professional bookkeeper with practical US e-commerce experience.
Reporting structure
You will report directly to our Group Finance Manager, who oversees the finance function across the UK parent company and US subsidiary.
You will also work closely with:
- Our UK bookkeeper
- Our US CPA
- Our UK accountant
- Our warehouse and fulfilment partners
- Our e-commerce and operations teams
What PHIX offers
- A stable, long-term, part-time remote position
- The opportunity to join a growing international fashion brand
- Direct exposure to US and international e-commerce operations
- Clear responsibilities and structured reporting lines
- Support from an experienced Group Finance Manager and external accountants
- Opportunities to expand your skills across inventory, intercompany accounting, financial controls and management reporting
- A collaborative international team
- Competitive compensation based on experience