Director

Executive Bookkeeper, Records & Processes Controller

Location: 3785 South 700 East, 2nd Floor Salt Lake City, Utah

Schedule: Part-Time | Approximately 15 hours per week (~3 hours per day average)

Compensation: $35.00 to $50.00 per hour, depending on qualifications and experience

Estimated Annual Earnings: $27,300 to $39,000 per year (based on ~15 hrs/wk )

Work Arrangement: Flexible Hybrid

Position Overview

We are seeking an exceptionally organized, detail-oriented professional to manage bookkeeping, accounts payable, financial recordkeeping, document indexing, and administrative operations across several business entities, LLCs, real estate ventures, and investment holdings in a “family office” type environment. However, the actual volume of work is relatively low.

This role is ideally suited for an experienced bookkeeper, legal secretary, paralegal, executive assistant, office manager, or former small-business administrator seeking flexible, intellectually engaging, high-autonomy part-time work with meaningful responsibility.

Work Schedule, Office Presence & Flexibility

• Time Commitment: Approximately 15 hours per week (averaging 3 hours per workday).
• In-Office Schedule (Preferred, but Flexible):
• Preferred Routine: Approximately one hour per workday in our Salt Lake City office (preferably before 2:00 p.m.) , with the remaining hours completed remotely or in the office.
• Why Daily Presence is Preferred: We receive ongoing incoming paper mail that requires opening, scanning, digital filing, and routing into our accounts payable and document management workflows. Daily on-site processing keeps bills, notices, and entity records moving without lag.
• Flexibility for Outstanding Candidates: While a daily one-hour on-site routine is ideal, this requirement is not strictly essential. For an exceptionally qualified candidate whose expertise, reliability, accuracy, and workflow speed make them a standout fit, alternative in-office schedules or remote arrangements will be considered.
• Autonomy: You will have substantial latitude to arrange your daily working hours, provided deadlines are met, invoices are processed promptly, and coordination needs with management and our outside CPA firm are smoothly maintained.

Primary Responsibilities

1. Accounts Payable & Mail Ingestion

• Handle incoming physical mail: open, scan, index, and organize documents into their appropriate digital files.
• Review incoming invoices for accuracy, verify supporting documentation, and code expenses to the proper entity accounts.
• Prepare payment batches for executive approval.
• Execute approved disbursements using online banking portals, electronic payment systems, and check coordination.
• Maintain clean digital audit trails, track recurring obligations, and manage vendor payment schedules.

2. Multi-Entity Bookkeeping & Financial Records

• Maintain QuickBooks records for multiple small, straightforward corporate entities and LLCs.
• Record transactions, code expenses, and complete monthly bank and credit card reconciliations.
• Organize receipts, deposits, statements, and financial backup materials.
• Serve as the primary administrative point of contact for our outside CPA firm, gathering and organizing materials for tax preparation and year-end reviews.

3. Corporate Records & Document Management

• Maintain clean, organized physical and electronic filing systems for operating agreements, contracts, deeds, title work, loan documents, insurance policies, and entity consents.
• Implement structured digital naming and filing conventions so that critical records are instantly retrievable.
• Track state annual report filings, business registrations, renewals, and recurring compliance deadlines.

4. Technology, Modern Workflows & AI Integration

• Leverage modern software, scanner workflows, and digital automation to eliminate manual friction.
• We welcome and encourage candidates who are curious about or experienced in using AI tools and digital automation to streamline bookkeeping entries, enhance document searchability, and speed up administrative processes. (Prior AI expertise is not required—curiosity and an efficiency mindset are.)

Desired Qualifications

• Core Background: 3+ years in QuickBooks bookkeeping, accounts payable administration, legal support (paralegal/legal assistant), or executive office management.
• Software Skills: Strong proficiency in QuickBooks (Desktop or Online) and Microsoft Office (Excel, Outlook, Word). Comfortable with cloud file storage and online banking systems.
• Organizational Mastery: High standards of accuracy, meticulous document indexing skills, and absolute discretion with confidential legal and financial matters.
• Self-Direction: Dependable, resourceful, proactive, and able to work independently with minimal oversight.