Bookkeeper (QBO) & Operations Administrator

Bookkeeper (QBO) & Operations Administrator
Organization Type: US-Registered Nonprofit Publisher

Work Arrangement: Fully Remote | Global Team

ABOUT THE ORGANIZATION

We are a US-registered nonprofit publisher preparing to launch a global platform of ideas and dialogue on sustainability impact, published online and in print.

Our foundational academic partner is a world-leading UK university, and our leadership and staff work remotely from locations around the world.

POSITION OVERVIEW

We are looking for a confident, proactive, and organized Bookkeeper (QBO) & Operations Administrator to manage the organization's day-to-day operational and financial administration.

The role covers bookkeeping, financial administration, database upkeep, contractor management, and support with scheduling, travel, and events. You will also assist the Director of Operations with tasks as they arise and provide administrative support to senior editorial leadership.

The ideal candidate will have solid bookkeeping skills, working knowledge of the software listed below, and the ability to learn new systems quickly.

You will thrive in a fast-paced, remote startup environment with teammates across the globe, adapt readily to change, and have the confidence to propose better ways of working and help the team put them in place.

KEY RESPONSIBILITIES

1. Bookkeeping

• Maintain the organization's books in QuickBooks Online Plus according to accepted standards.
  

• Provide the external accountant with the financial information needed for their work.
  

• Report to editorial leadership on performance against budget targets.
  

• Track grant and restricted-fund reporting requirements and deadlines, coordinating with relevant staff and the accountant.
  

• Maintain records for grant agreements and tax reporting, in coordination with the accountant.
  

2. Financial Administration

• Manage the expense-reimbursement process for staff.
  

• Collect and process documentation from staff, contractors, and vendors.
  

• Coordinate with authorized payment approvers to obtain the signatures needed for disbursements.
  

• Provide information in the proper form to the payroll consultant.
  

• For funder reimbursements, coordinate with relevant staff to process disbursements.
  

• Accounts Payable: Obtain approvals from relevant staff for contractor and vendor payables, and process payments accordingly.
  

• Accounts Receivable: Prepare and distribute invoices for all revenue sources in coordination with relevant staff.
  

3. Database and Software Upkeep

• Assist the Director of Operations in managing Notion and Airtable for editorial and non-editorial operations.
  

• Provide administrative support in maintaining current and prospective donor databases.
  

• Administer software licenses and subscriptions (research databases, CMS, Zoom, and scheduling tools) and their renewals.
  

4. Contract and Contractor Management

• Manage contracts, NDAs, and other documents for contractors (including writers and illustrators) and vendors, ensuring all are signed, current, and properly stored.
  

• Coordinate with relevant leaders to approve the terms of each agreement, write those terms into the document, and obtain review from staff or pro-bono legal counsel where needed.
  

• Follow up with contractors until contracts are signed.
  

• Maintain a library of contract templates and a file for each contractor.
  

• Maintain a tracker of contract expiration dates and renewal terms.
  

• Onboard new contractors, ensuring each receives a training kit covering the organization's systems and security protocols at the appropriate access level.
  

5. Editorial and Production Support

• Assist editors with tasks that keep the publication's production schedule on track.
  

• Support requests for bids to print and distribute the publication; keep electronic files of printer and vendor quotes; track invoices against quotes.
  

• Maintain a production calendar (print ship dates, final-proof approval deadlines, printer's committed ship date) and make sure deadlines are met.
  

• Handle paperwork and payment to speed up licensing of visual images needed before publication, and maintain a tracker flagging licenses due for renewal.
  

6. Scheduling, Travel, and Events

• Schedule meetings among staff, with contractors, and with advisory committee members, board members, university partners, and others.
  

• Assist editors and other staff with planning and booking travel.
  

• Provide administrative support in planning and running events: coordinate invitations, follow up with invitees to maximize attendance, prepare materials for distribution, and work with event-planning consultants.
  

Requirements

REQUIREMENTS

Required Experience

• 2–4 years in operations, administrative, or office-management roles, ideally in a startup, media, nonprofit, or remote setting.
  

• 2+ years of hands-on bookkeeping in QuickBooks Online (invoicing, expense reimbursements, disbursements, and tax-preparation support).
  

• Proven experience managing the contractor and vendor lifecycle, including NDAs, contracts, licensing rights, and payment processing.
  

• Experience working across international time zones with async tools (Notion, Airtable, Zoom, Microsoft Teams, and Google Workspace).
  

• Bachelor's degree in accountancy, business, operations, finance, or equivalent practical experience.
  

Skills and Abilities

Financial and Systems Proficiency

• QuickBooks Online, expense management, databases and spreadsheets in Excel and Google Sheets, and building and managing records in Notion and Airtable.
  

• Familiarity with digital-asset licensing workflows, contract tracking, and print-publication vendor quote management.
  

Administrative and Operational Skills

• Ability to evaluate administrative routines and put more efficient, scalable workflows in place.
  

• High attention to detail in monitoring grant requirements, restricted-fund deadlines, and audit and tax compliance records.
  

• Strong prioritization skills, balancing complex scheduling and event logistics with daily operational tasks.
  

Personal and Communication Skills

• Self-directed problem solver who thrives in a fast-paced remote environment and handles sensitive donor and financial data with discretion.
  

• Excellent written and spoken English.
  

NICE TO HAVE

• Experience supporting US- or UK-based organizations, or nonprofit/fund accounting.
  

• Familiarity with US tax-reporting basics (e.g., 1099 contractor reporting).
  

Benefits

WHY JOIN US?

• Supportive Work Environment: Be part of a healthy, supportive, and conducive workplace, recognized as a Great Place to Work™ Certified organization for five consecutive years!
  

• Innovative Workplace: Work with an innovative company delivering cutting-edge solutions across multiple industries.
  

• Leadership Opportunities: Lead a team in a fast-paced, high-growth environment.
  

• Competitive Compensation: Enjoy a competitive salary with opportunities for career advancement.
  

• Collaborative Culture: Be part of a collaborative, forward-thinking work culture.
  

• Generous Leave Benefits: Enjoy 21 leave credits plus all client-based holidays.
  

• HMO Coverage: Access HMO coverage with dependent benefits.
  

• Global Leadership Exposure: Gain exposure to world-class leadership from both local and international supervisors.
  

Ready to take your career to the next level? Apply now!