Bookkeeper & AP Specialist (Remote)

Bookkeeper & AP Specialist (Summer Camp Operations)

Location:Remote, Offshore (South Africa or LATAM)

Schedule:EST Business Hours (Firm overlap required)

Type:Full-time, Year-Round Contractor

Reporting to:Operations Director (Peter)

Role Overview: The Financial Heartbeat

We are a premier, traditional all-girls summer camp with a storied history. We operate with a core year-round team of 25 that scales to over 200 staff during the peak summer season. We are looking for an autonomous, highly reliableBookkeeper & AP Specialistto take over our internal finance functions.

Historically, our Operations Director has managed our Accounts Payable and bookkeeping in-house, but as we modernize our systems and scale, we need a dedicated professional to own these workflows. You will be responsible for keeping the "financial trains running"—from managing our transition toRampfor expenses to handling daily banking security tasks.

This is a year-round, indefinite position. While our camp is seasonal, our invoicing and administrative requirements are constant.

Key Responsibilities

I. Accounts Payable & Expense Management (Ramp)
* AP Ownership:Lead the end-to-end AP process, moving away from legacy manual entry toward our new automated workflows inRamp.
* System Integration:Manage the connection betweenRamp(for expenses/AP) andQuickBooksto ensure all data is reconciled and accurately categorized.
* Vendor Management:Act as the primary point of contact for year-round and seasonal vendors, ensuring all invoices are processed and paid on time.

II. Daily Banking & Security
* Positive Pay Management:Own the daily "Positive Pay" verification process. This is a critical security task required every single business day to prevent fraud and ensure all outgoing payments are authorized.
* Cash Flow Support:Support the Ops Director in monitoring bank balances and ensuring funds are available for upcoming disbursements.

III. Bookkeeping & Financial Record-Keeping
* QuickBooks Maintenance:Maintain accurate ledgers in QuickBooks, ensuring all transactions are recorded and categorized according to camp operational needs.
* Year-Round Administration:Process invoices and maintain records during the "off-season" to ensure we are audit-ready for our external tax accountants.
* Delegated Projects:Assist the Ops Director with various financial administrative tasks to free up his bandwidth for camp operations.

Who You Are

Experience & Skills
* Proven Bookkeeping Expertise:3–5+ years of experience in bookkeeping and accounts payable.
* Software Proficiency:Advanced experience withQuickBooksand a strong familiarity (or very fast learning curve) withRamp.
* Banking Literacy:Previous experience with banking portals and security protocols likePositive Payis a significant advantage.
* Technical Savvy:Comfortable navigating cloud-based financial tools and ensuring data flows accurately between systems.

Mindset & Work Style
* High Autonomy:Our Director of Ops has limited bandwidth for formal onboarding. We need a self-starter who can "see the work," ask smart questions, and operate independently within the first few weeks.
* Detail-Obsessed:You understand that in a business involving 200+ summer staff, precision in coding and payment verification is non-negotiable.
* Consistent & Reliable:You thrive on the "daily heartbeat" tasks and understand the importance of being present during EST business hours to handle time-sensitive banking approvals.

Why This Role?
* Stability:A year-round, permanent role with a well-established traditional organization.
* Trust & Ownership:You will be the primary person managing our internal finance functions, reporting directly to leadership.
* Mission-Driven:Support an organization dedicated to providing life-changing summer experiences for young women.