Full Charge Bookkeeper at Kayak Capital – Phoenix, Arizona

Job Title: Full Charge Bookkeeper / Office Administrator
Location: Phoenix, AZ (Near Zip Code 85018) – Primarily remote with periodic in-person responsibilities

Kayak Capital is our primary business, anchored by a portfolio of companies in the real estate sector. We provide Phoenix-area real estate investors with a straightforward and transparent borrowing experience while managing various holding companies and investment vehicles. Founded by two brothers, we have a family-oriented work culture characterized by flexibility and close collaboration—even as we work primarily in a remote setting.

For over 10 years, our mother has meticulously handled the bookkeeping for all our businesses. As she transitions into retirement, we are looking for the right person to step into this vital role and lead our day-to-day accounting and office administration tasks. Our mission is simple yet pursued relentlessly: we exist to help families prosper.

The Full Charge Bookkeeper / Office Administrator will manage the financial records and operations for Kayak Capital and its related entities, ensuring accuracy, compliance, and timely reporting. This position offers significant flexibility—perfect for someone who values a family-oriented environment—while still requiring unwavering professionalism and accountability. Because occasional in-person tasks like picking up mail or making bank deposits are necessary, the ideal candidate must reside near Zip Code 85018.

1. General Accounting and Bookkeeping

   • Maintain and reconcile general ledgers for multiple entities.
   • Record, classify, and post financial transactions in line with industry standards.
   • Prepare journal entries and adjustments as needed.
   • Manage invoicing, collections, and payments to vendors and clients.
   • Oversee timely processing of accounts payable and accounts receivable.

2. Mail Management

   • Collect, open, and sort inbound mail across multiple entities.
   • Digitally scan and distribute or file documents appropriately.
   • Address time-sensitive mail promptly (e.g., financial correspondence, compliance notices).

3. Payroll Processing

   • Process payroll for employees across all entities using Gusto or a comparable platform.

4. Month-End and Year-End Closing

   • Perform monthly and annual close procedures.
   • Prepare and post adjusting entries; verify and reconcile account balances for accuracy.

5. Tax Compliance

   • Gather and organize data for tax returns and various filings.
   • Coordinate with external tax professionals to ensure accurate, on-time submissions.
   • Maintain thorough records for audits and compliance inspections.

6. Real Estate-Specific Duties

   • Collaborate with title companies and clients to ensure smooth, efficient transactions.
   • Produce detailed financial reports for individual properties and investment portfolios.
   • Prepare and send monthly interest invoices; track payments and follow up on late or missing funds.
   • Oversee loan disbursements, repayments, and interest calculations.
   • Prepare and send investor payment invoices and disbursements.

7. Compliance and Regulatory Submissions

   • Complete and file compliance reports for all LLCs, adhering to state and federal regulations.
   • Manage annual filings for self-directed IRAs connected to investments.
   • Stay up-to-date with changes in financial and real estate regulations, proactively ensuring compliance.

8. Bank and Payment Reconciliation

   • Reconcile bank statements and credit card accounts on a monthly basis.
   • Investigate and resolve discrepancies promptly, providing clear documentation.

9. Reporting and Financial Management

   • Generate key financial statements (income statements, balance sheets, cash flow) for investors and internal stakeholders.
   • Act as the primary contact for bookkeeping and financial inquiries.
   • Communicate loan terms, payment schedules, and account updates professionally.
   • Maintain positive relationships with investors through regular updates, accurate reporting, and prompt responses.
   • Keep thorough, secure, and accessible documentation for investor and borrower accounts.

10. Collaborative Administrative Assistance

• Provide administrative support to the management team (document preparation, interdepartmental communication, etc.).
• Coordinate closely with the remote team to ensure the smooth operation of all day-to-day functions.

• Bachelor’s degree in Accounting, Finance, or a related field (preferred).
• 5+ years of bookkeeping/accounting experience.
• Proficiency in QuickBooks Desktop and payroll software (e.g., Gusto).
• Familiarity with real estate transactions and financing.
• Strong attention to detail and organizational skills.
• Proven ability to manage multiple entities and balance competing deadlines.
• Excellent communication skills and a team-oriented mindset.
• Comfortable in a flexible, family-based work culture—able to adapt personal scheduling around professional deadlines and responsibilities.

• Direct experience in real estate lending or investment.

• Competitive salary reflecting experience and expertise.
• Professional development and opportunities for growth.
• Work-life flexibility in a family-oriented environment—perfect for those who need to balance personal commitments (e.g., school drop-offs, pet walks) while maintaining high professional standards.

If you’re a dedicated bookkeeping professional who values flexibility, a supportive team atmosphere, and the opportunity to step into a crucial role previously held by our family’s matriarch, we’d love to hear from you! Please apply today.