Bookkeeper

We are hiring a Bookkeeper to manage day-to-day bookkeeping, financial transactions, reconciliations, accounts payable and receivable, and monthly financial reporting for a growing startup. This is a full-time, remote role working directly with the COO/CFO, focused on maintaining accurate, up-to-date, and close-ready financial records across two entities in Estonia and the UK.

The ideal candidate is precise, analytical, highly organized, and confident managing bookkeeping independently. They should be comfortable working with multi-currency accounts, maintaining accurate ledgers, reconciling financial records, managing supplier and customer invoices, and supporting monthly financial close processes. They should also be able to identify discrepancies, improve financial processes, handle sensitive financial information discreetly, and communicate clearly with the COO/CFO and external accountants.

Key Responsibilities

Bookkeeping & Financial Records:

• Maintain accurate and up-to-date books for Specter Labs OÜ (Estonia) and Gastly Ltd (UK).

• Categorize financial transactions, maintain the chart of accounts, and post accruals and prepayments.

• Ensure both entities' ledgers remain accurate, balanced, and ready for monthly close.

• Maintain organized financial records and ensure transactions are properly recorded.

Reconciliations & Multi-Currency Accounting:

• Reconcile bank accounts, company cards, and payment provider accounts every month.

• Manage reconciliations across EUR, GBP, and USD.

• Reconcile payroll records, Employer of Record (EOR) invoices through Deel, and intercompany balances between entities.

• Identify discrepancies, investigate anomalies, and resolve issues promptly.

Accounts Payable & Receivable:

• Process supplier invoices and manage accounts payable.

• Prepare and issue customer invoices.

• Monitor outstanding receivables and follow up on overdue customer payments.

• Prepare payment runs for founder approval.

• Maintain accurate records of incoming and outgoing payments.

Monthly Close & Financial Reporting:

• Manage the monthly financial close process according to a fixed timetable.

• Prepare cash position reports and management accounts that provide founders with a clear overview of the company's financial performance.

• Ensure financial records are complete, accurate, and ready for review each month.

• Provide reliable financial information to support decisions related to hiring, pricing, and company spending.

Tax Compliance & External Accounting:

• Prepare VAT returns and supporting financial schedules.

• Act as the day-to-day contact for external accountants and auditors.

• Maintain accurate documentation to support tax reporting and external reviews.

• Coordinate with external accounting professionals, who handle year-end accounts and statutory filings.

Financial Processes & Operations:

• Build and document finance processes to support the company's growth.

• Establish and maintain approval workflows, expense policies, monthly close checklists, and spending controls.

• Identify opportunities to improve bookkeeping accuracy, efficiency, and consistency.

• Keep financial processes organized and ensure relevant procedures are followed.

Required Qualifications:

• 3+ years of practical bookkeeping experience, either in an accounting practice or an in-house finance team.

• Strong understanding of bookkeeping principles, transaction categorization, reconciliations, accounts payable, and accounts receivable.

• Fluent in Xero or a comparable cloud-based accounting platform.

• Experience maintaining accurate financial records and balancing ledgers.

• Ability to manage monthly financial close processes and meet established deadlines.

• Strong numerical and analytical skills, with the ability to identify discrepancies and investigate unusual transactions.

• High attention to detail and a strong commitment to financial accuracy.

• Ability to work independently, identify issues, resolve discrepancies, and communicate changes clearly.

• Strong organizational and time-management skills.

• Ability to handle payroll information, personal data, and sensitive financial records with discretion.

• Reliable and consistent approach to maintaining accurate, current, and well-documented books.

Preferred Qualifications:

• Experience managing bookkeeping across multiple entities or jurisdictions.

• Familiarity with UK or Estonian VAT requirements.

• Experience working with multi-currency accounts, particularly EUR, GBP, and USD.

• Experience in a startup or SaaS business.

• Familiarity with subscription revenue, annual prepayments, and software-related supplier expenses.

• Experience reconciling payroll and Employer of Record (EOR) invoices, particularly through Deel.

• Experience preparing management accounts and cash position reports for founders or senior management.

• Experience communicating with external accountants and auditors.

• Experience developing and documenting financial processes for a growing business.

Required Skills & Tools:

• Xero or comparable cloud-based accounting software.

• Day-to-day bookkeeping and ledger management.

• Financial transaction categorization and chart of accounts maintenance.

• Bank, card, payment provider, and intercompany reconciliations.

• Multi-currency bookkeeping across EUR, GBP, and USD.

• Accounts payable and accounts receivable management.

• Supplier invoice processing and customer invoicing.

• Payment run preparation and overdue payment follow-ups.

• Accruals and prepayments.

• Monthly financial close and management reporting.

• Cash position reporting and financial record preparation.

• VAT return preparation and supporting schedules.

• Payroll and EOR invoice reconciliation.

• Financial process documentation and internal controls.

• Strong numerical judgment and attention to detail.

• Strong written and verbal communication skills.

• Excellent organizational and time-management skills.

• Ability to work independently and take ownership of assigned responsibilities.

• Ability to handle confidential financial information responsibly.

Schedule & Pay:

• Full-Time position; Monday - Friday UK/Central European time (9 AM - 5 PM South African time).

• Fully remote role for a European company

• Pay ranges from R18,000 - R34,000 per month depending on skills and experience.

• Annual raises and confirmed holidays.

System Requirements:

• Internet speed of at least 20 Mbps.

• Computer with a 2.4 GHz processor or higher.

• 8 GB of RAM or higher.

• Windows 10 or newer, or Mac OS X 10.10 or newer.

• HD 720p webcam.

• Headset with a microphone.

Benefits:

• Fully remote work from South Africa.

• Consistent full-time schedule.

• Direct daily exposure to founders and the operational side of a growing startup.

• Work directly with the CFO in an expanding business.

• End-to-end ownership of bookkeeping & the general ledger.

If you are an accurate, organized, and independent bookkeeper who takes pride in maintaining clean financial records and reliable monthly accounts, join the team and help Specter scale with confidence!