Bookkeeper - Part Time

Job Description – Bookkeeper & A/P Coordinator

About the Company: Propedix is an OTC biopharma and consumer health company developing innovative treatments using its DryStiK technology platform. Its antifungal and drying-agent product launched in Q4 2025, followed by a foot antiperspirant and deodorant in Q3 2026. Additional OTC and prescription dermatology products are in the pipeline. Sales are currently e-commerce-led, with expansion into direct, retail, and GPO/omnichannel distribution.


Position: Part-Time Virtual Bookkeeper & Accounts Payable (A/P) Coordinator


Position Overview: We seek a detail-oriented, hands-on accounting professional to own the end-to-end vendor purchase order, invoice, approval, and payment workflow for a small, growing company. Starting with purchasing inputs and authorization from department managers, this person will prepare and issue purchase orders (P.O.s), maintain a comprehensive vendor and contract tracking worksheet, match invoices to approved P.O.s and contract terms, route items for approval, and coordinate payment through BILL (Bill.com). The role also maintains accurate transaction records in QuickBooks Online (QBO), resolves exceptions, and works closely with the Controller. This is primarily a purchasing administration, A/P, and billing coordination role—not a senior accounting or financial reporting position.


Key Responsibilities

Purchase Orders, Contracts & Vendor Tracking
·  Receive purchase requests, quotes, budgets, contract terms, and coding instructions from authorized managers; verify required information and approvals before creating a P.O.
·  Generate, number, distribute, and maintain P.O.s; ensure each P.O. aligns with the approved quote, vendor agreement, scope, pricing, payment terms, and spending authority.
·  Maintain a centralized Excel vendor/contract/P.O. register, including vendor, contact, contract reference, P.O. number, approving manager, amount/commitment, invoice history, amounts paid, outstanding balances, and key dates.
·  Organize vendor contracts, statements of work, quotes, amendments, W-9s, and supporting documentation; monitor contract and P.O. balances, renewals, and outstanding commitments.
·  Follow up with managers and vendors to resolve missing documentation, changes in scope, price discrepancies, and invoices received without a valid P.O.

Invoice Processing, Billing & Payment Coordination
·  Receive, review, and log vendor invoices; verify vendor details, invoice accuracy, due dates, and alignment with approved P.O.s, contracts, and evidence of goods/services received.
·  Code invoices to the proper vendor, expense category, project/cost center, and accounting period in coordination with the Controller.
·  Route invoices and exceptions to the appropriate managers for documented approval; track pending approvals and follow up to avoid late payments.
·  Upload invoices and supporting records into BILL (Bill.com), maintain the payment queue, and schedule or initiate payments only after the required authorizations are obtained.
·  Coordinate BILL payment approvals and confirm payment status; reconcile payments and credits to invoices, P.O. balances, vendor statements, and QBO records.
·  Maintain an accurate A/P aging and upcoming-payment schedule; resolve duplicate invoices, mismatched amounts, missing credits, and vendor inquiries.
·  Coordinate customer billing/invoice issuance and A/R recording when assigned, ensuring supporting customer terms and approvals are documented.


Bookkeeping, Controls & Reporting
·  Enter, categorize, and reconcile A/P-related transactions in QuickBooks Online; coordinate BILL–QBO synchronization and investigate discrepancies.
·  Prepare a concise weekly status summary of open P.O.s, vendor commitments, unpaid invoices, upcoming payments, overdue approvals, and unresolved issues.
·  Support routine reconciliations, month-end A/P cut-off and accrual information, and documentation requests from the Controller.
·  Maintain clear audit trails and segregation of duties: the coordinator prepares and processes transactions but does not independently authorize purchases or approve their own payments.


Qualifications
·  Bachelor’s degree in accounting or a closely related field strongly preferred and required for individuals residing outside of So. Cal or Boston area.  
·  At least 3 years of hands-on small-business A/P and bookkeeping experience, including P.O. creation, invoice matching, approvals, and vendor payment administration.
·  Demonstrated experience with QuickBooks Online (QBO) and BILL (Bill.com) required.
·  Strong Excel skills, including maintaining multi-vendor tracking registers, reconciliations, filters, formulas, and summary reports.
·  Familiarity with contracts, purchasing controls, expense coding, basic GAAP, and accurate accounting records.
·  Excellent follow-through, written communication, organization, discretion, and responsiveness during U.S. business hours.
·  Open to both individuals and firms


Working Arrangement & Compensation
Location: U.S.-based, fully remote. Preference for Southern California or the Boston area; qualified candidates in other U.S. states will be considered. No travel is expected.
Hours: Approximately 6–8 hours per week, with availability for brief email coordination during normal business hours, 1–2 live Zoom coordination meetings per month, and the monthly G&A meeting.
Compensation: $1,000–$1,400 per month fixed fee, structured as an independent contractor (1099) engagement, subject to applicable worker-classification requirements.  Range based on experience.
Reporting & Collaboration: Reports administratively to the CEO, with functional coordination and accounting oversight from the Controller. Works regularly with department managers, manufacturing and commercialization leadership, HR/administration, and third-party vendors.

ProPedix is an equal opportunity employer. We are committed to creating an inclusive environment for all employees. Our employment decisions are based on individual qualifications, job requirements and business needs without regard to race, color, marital status, sex, sexual orientation, gender identity and/or expression, age, religion, disability, citizenship status, national origin, pregnancy, veteran status and or any other legally protected characteristics. We are committed to providing reasonable accommodation, if you need an accommodation to complete the application process, please email hr@propedix.com.

ProPedix does not accept profiles or resumes from recruiting firms without a binding written agreement. Any unsolicited submission of services and/or resumes in no way creates an obligation by ProPedix, implied or otherwise.

This is a remote position.