Bookkeeper / Accounting & ERP Specialist (Odoo)
Remote (Latin America) supporting a U.S.-based company in California
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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
About Heart Medical /
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
Once you apply, you'll receive a 26-minute TestGorilla assessment to evaluate your problem-solving skills
If you score well, I'll invite you to a video interview, and afterward we'll share personalized feedback from the conversation
After the interview, you'll complete a take-home practical exercise
Final step: You'll meet with the Hiring Manager