Business Assistant

Job Title: Part-Time Virtual Bookkeeper – Non-Profit & Tech-Forward (US & Canada Cross-Border)

Position Type: Independent Contractor / Freelance

Estimated Time Commitment: 2–4 hours per month total

Budget / Compensation: Fixed monthly retainer (Targeting $150–$250 CAD/month per entity)

Location: Remote (Canada or US preferred)

About the Organizations

We operate two small, aligned non-profit organizations: Iter Canada (a Canadian registered charity) and Iter Inc (a US 501(c)(3) public charity). Both entities run on cash-basis accounting with annual revenues around $250,000 each.

• Key Context: We have no payroll/employees and a low volume of monthly transactions.
• Accounting Architecture: We maintain mirrored Charts of Accounts and track expenditures by core categories/classes (Books, Journals, Databases, etc.).
• Our Goal: We are transitioning away from high-touch manual receipt management to a streamlined, tech-enabled workflow. We require an automation-savvy bookkeeper who operates on an "Exception-Only" review model, freeing up executive leadership from data entry.

The Role & Operational Workflow

Rather than relying on manual receipt uploading and data entry, our process relies on automated ingestion:

1. Automated Ingestion: Vendor bills are auto-fetched via Hubdoc/Dext or captured via smart corporate cards at point-of-sale.
2. Rule-Based Categorization: Pre-set bank rules and receipt parsing handle 80–90% of routine categorizations automatically.
3. Your Core Responsibility:
   • Perform monthly bank feed reconciliations across both entities in Xero (or QBO).
   • Verify GST/HST coding (Canada) and functional expense allocations (US: Program vs. Admin vs. Fundraising).
   • Manage inter-company reimbursement tagging between the US and Canadian entities.
   • Send executive leadership a brief monthly "Exception List" (5–10 minutes of review) for any missing receipts or ambiguous line items.
   • Maintain clean year-end trial balances for tax filing software (CRA T3010/T1044 in Canada; IRS Form 990 in the US).

Required Qualifications

• Non-Profit Accounting Experience: Demonstrated experience working with Canadian registered charities and/or US 501(c)(3) organizations.
• Tech-Forward Stack Proficiency: Hands-on expertise with Xero (preferred) or QuickBooks Online, along with automated receipt management tools (Hubdoc, Dext Prepare, Float, or Ramp).
• Cross-Border Familiarity: Understanding of basic inter-company transaction management and sales tax (GST/HST) tracking in Canada.
• Efficiency Mindset: Focus on building automated rules rather than charging hourly rates for manual data entry.

How to Apply

Please submit a brief proposal including:

1. Your experience managing non-profit accounting in Canada and/or the US.
2. A description of the software stack/automation tools you typically use with small non-profit clients.
3. Your proposed flat monthly retainer rate for managing both entities under an exception-based workflow.