Job Overview

Our client is looking for an articulate, detail-oriented  Xero Bookkeeper & Administrative Specialist  to serve as the administrative and financial backbone of a multi-channel food business.

In this multifaceted role, you will take full ownership of daily bookkeeping, accounts payable, accounts receivable, and customer-facing administrative coordination. You will generate weekly wholesale billings, reconcile multi-location point-of-sale data from Toast within Xero, support payroll execution via Gusto, and serve as the responsive front-line liaison for wholesale customer inquiries. The ideal candidate pairs rigorous accounting accuracy with prompt, professional written communication to keep internal production teams and external partners running in sync.

Client Overview

Our client is an established, high-performing food and beverage business based in San Francisco, California, operating both a premier wholesale bakery and a vibrant retail cafe. Backed by more than five years of operational success in the wholesale space and ongoing expansion into direct consumer retail, they manage a dynamic network of wholesale accounts, supplier relationships, and retail transactions across multiple locations. To maintain operational rhythm, accurate books, and prompt client communication, they are onboarding a dedicated Xero Bookkeeper & Administrative Specialist.

Schedule

• Monday - Friday (40 work hours per week) Note: Must be open to shifting schedules based on business requirements.

Responsibilities

1. Full-Cycle Bookkeeping & Financial Reconciliation

• Maintain up-to-date financial ledgers and conduct routine bank feed reconciliations in Xero.
• Reconcile daily and weekly sales data from the Toast POS platform against banking deposits and accounting records.
• Prepare monthly Profit and Loss (P&L) statements, cash balance summaries, and routine balance sheet reviews for leadership.
• Support timely payroll preparation and processing across hourly and salaried staff via Gusto.

2. Accounts Receivable & Accounts Payable Management

• Generate, verify, and dispatch weekly wholesale invoices, ensuring order quantities, rates, and delivery details align with client agreements.
• Track outstanding receivables, monitor aged debtor ledgers, and execute consistent, polite payment follow-ups to keep collections current.
• Manage accounts payable by cross-checking incoming vendor invoices against orders, scheduling disbursements, and maintaining an organized AP calendar.

3. Wholesale Client Support & Operational Administration

• Monitor and manage the primary administrative inbox, responding promptly to wholesale client questions, order revisions, and new account inquiries.
• Serve as the central communication bridge between wholesale clients and internal kitchen/bakery production teams.
• Maintain clean digital documentation, customer records, and vendor files across cloud systems.
• Identify workflow bottlenecks and suggest efficiency improvements once core procedures are mastered.

Technical Stack & Tools

• Accounting & Bookkeeping: Xero
• Payroll Platform: Gusto
• Point-of-Sale & Restaurant Management: Toast POS
• Communication & Productivity: Google Workspace (Gmail, Sheets, Docs, Drive), Slack, Zoom

Key Requirements & Qualifications

• Relevant Bookkeeping Experience: Minimum 2+ years of hands-on bookkeeping experience managing full-cycle accounts payable, accounts receivable, and general ledger reconciliations.
• Accounting Software Mastery: Demonstrated, practical proficiency using Xero for daily bookkeeping, bank feed matching, and financial statement generation.
• Invoicing & Recurring Billing: Solid track record generating recurring invoices and managing billing workflows for wholesale, distributor, or subscription accounts.
• Client-Facing Communication: Flawless written English communication skills with the ability to write clear, polished, and customer-centric correspondence.
• Multi-Platform Adaptability: Proven comfort navigating multiple digital platforms simultaneously (accounting software, POS exports, spreadsheets, payroll tools).
• Attention to Detail & Organization: Exceptional numerical accuracy, disciplined document management, and structured daily task organization.
• Shift Availability: Full-time commitment of 8 hours per day, Monday through Friday, aligned with Pacific Standard Time (PST), with flexibility to adapt to shifting schedules as operational needs evolve.
  

Independent Contractor Perks 

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.