Bookkeeper / Accounting & ERP Specialist (Odoo)
Remote (Latin America) supporting a U.S.-based company in California
Please watch this two-minute video first: https://www.loom.com/share/09ecb451333e4342b8096b95bfa55def
Presentation of the job: https://drive.google.com/file/d/1fpKDbg9qq5QqN6iZAUTMhd5hFoG-Rhec/view?usp=sharing
Compensation: $2,200 to $2,500 USD per month (based on experience)
Schedule: Full time / 8 hours per day
Must-Haves
* Based in Latin America
* Fluent English (written & spoken)
* 3+ years experience in bookkeeping
1. About Heart Medical https://www.heartmedical.com/
Heart Medical is a U.S.-based medical business in Carlsbad, California. This role will support U.S. operations by keeping accounting records accurate, current, and reliable inside Odoo ERP.
Role Summary
Heart Medical is seeking a highly organized, detail-driven Bookkeeper / Accounting & ERP Specialist to manage daily accounting operations and maintain accurate financial reporting within Odoo ERP. You will own day-to-day bookkeeping, ensure accounts are reconciled daily, support AP/AR, maintain inventory valuation accuracy, and help keep reporting clean across departments (service, sales, refurbishment).
This is a hybrid role combining bookkeeping plus general administrative support as needed.
Key Responsibilities
Daily Reconciliation and Cash Control (Critical)
* Reconcile all company bank accounts daily (to the business day).
* Reconcile all company credit card accounts daily, ensuring transactions are coded correctly.
* Ensure cash balances in Odoo match actual bank balances at all times.
* Identify discrepancies immediately and resolve them the same day whenever possible.
* Maintain clean documentation for all reconciliations and adjustments.
Credit Card Management and Expense Reporting
* Manage and reconcile corporate credit card activity.
* Collect, review, and process employee expense reports (receipts, policy compliance, correct coding and departmental allocation).
* Flag questionable or out-of-policy spending to leadership.
* Post expense activity promptly and accurately in Odoo.
Accounts Payable (AP)
* Enter, code, and manage vendor bills in Odoo accurately.
* Prioritize AP based on vendor terms, critical supply needs, and cash flow planning.
* Ensure payments are made on time to avoid late fees and supply disruptions.
* Maintain vendor records and resolve billing discrepancies.
* Monitor open POs and ensure matching between bills, POs, and receipts.
Accounts Receivable (AR)
* Track AR aging and follow up consistently.
* Send reminders and follow up on overdue invoices.
* Apply customer payments correctly and promptly in Odoo.
* Coordinate with operations/sales to resolve disputes and billing issues.
* Escalate problem accounts to leadership.
Inventory Valuation and Landed Cost Accounting
* Maintain accurate inventory valuation.
* Perform landed cost calculations and allocation (freight, duties, handling, inbound costs).
* Reconcile inventory sub-ledgers to the general ledger.
* Support physical inventory counts and investigate variances.
* Identify and correct issues (negative inventory, miscoded items, incorrect product setup).
Odoo ERP Department Setup and Cost Structure
* Create and maintain departments/cost centers in Odoo (Service, Sales, Refurbishment).
* Ensure COGS is categorized correctly for clean margin reporting and profitability by department.
Asset Tracking and Fixed Asset Management
* Maintain fixed asset records in Odoo (capitalization vs expense, depreciation, transfers, disposals).
* Ensure schedules align with the general ledger and maintain documentation.
Budgeting and Reporting (Odoo-based)
* Build and maintain budgets in Odoo, including departmental budgets.
* Track actuals vs budget and provide variance reporting.
* Support forecasting and cash planning with accurate inputs.
Sales Order and Purchase Order Support
* Process sales orders accurately (pricing, tax treatment, inventory deduction, revenue and COGS posting).
* Follow up on outstanding purchase orders with vendors and internal teams.
* Keep workflows clean and correctly reflected in Odoo.
General Administrative Support (as needed)
* Provide light operational/admin support that helps the team run smoothly (coordination, documentation, basic tracking), depending on weekly workload.
Performance Expectations
* Books are fully reconciled daily with no backlog.
* Financial records are audit-ready at any time.
* Inventory valuation is accurate and aligned with operational reality.
* AP/AR is actively managed with minimal overdue balances.
* Leadership can trust Odoo reports without manual correction or guesswork.
Required Skills and Qualifications
* 3+ years experience in bookkeeping or accounting operations (distribution, medical, or equipment-based business preferred).
* Strong working knowledge of bank and credit card reconciliations, AP/AR, inventory accounting and valuation, landed cost, budgeting, and departmental reporting.
* Odoo ERP proficiency strongly preferred (or proven ability to learn quickly).
* Strong Excel/spreadsheet skills.
* High attention to detail, strong organization, and ability to work independently.
* Strong English communication and ability to coordinate with sales, operations, and leadership.
Preferred (Bonus)
* Medical device distribution, equipment refurbishment, or service-based inventory experience.
* Familiarity with inventory costing methods (FIFO/average cost) and COGS structure.
* Experience implementing internal controls and SOPs.
* Experience working with CPA firms during month-end and tax prep.
Additional Details
Schedule: Ideally 8:00 AM to 5:00 PM Pacific Time (PT/PST). Candidates located a few hours ahead of PT are welcome.
Holidays: Observes U.S. holidays
PTO: 1 week of PTO per year
Contract Type: Independent contractor (you will be responsible for your own taxes and benefits).
Equipment: You need to provide your own computer equipment and internet.
Application Process
1. Once you apply, you'll receive a 26-minute TestGorilla assessment to evaluate your problem-solving skills
2. If you score well, I'll invite you to a video interview, and afterward we'll share personalized feedback from the conversation
3. After the interview, you'll complete a take-home practical exercise
4. Final step: You'll meet with the Hiring Manager