Combine FX Part Tme Bookkeeper Spencer, OK · Part time Company website

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CombineFX is a generative visual effects pipeline built to expand what independent filmmakers can put on screen without removing the artists who make filmmaking possible. Our technology works alongside cinematographers, production designers, costume designers, set decorators, VFX artists, and their crews, giving them a broader canvas on which to create. By combining traditional filmmaking craft with new generative tools, CombineFX helps filmmakers extend sets, build environments, enhance practical design, and create worlds that would traditionally require far larger budgets. Technology doesn’t make the creative decisions the filmmakers do. CombineFX simply gives their ideas somewhere bigger to go.

Location: Oklahoma City, OK — On-Site

Schedule: Part-Time — Approximately 3 Mornings Per Week

Location Requirement: This is an in-person position based at our studio in Oklahoma City. Remote applicants will not be considered.

About the Role

We are seeking an experienced, highly organized Part-Time Bookkeeper to manage the day-to-day accounting and bookkeeping across a group of related companies operating in film production, studio operations, marketing, payroll and other creative businesses.

This is a hands-on role for someone who enjoys keeping financial records accurate, current and organized.

The Bookkeeper will be responsible for maintaining clean books across multiple entities, managing accounts payable and receivable, reconciling accounts, processing payroll, maintaining intercompany balances and supporting management with accurate cash-flow projections.

Because several of our companies transact with one another, particular attention must be paid to intercompany transactions and ensuring that both sides of every transaction agree.

Key Responsibilities

Accounts Payable & Accounts Receivable

• Maintain accounts payable and accounts receivable across multiple companies.
• Enter and properly categorize bills, invoices, payments and deposits.
• Ensure vendor bills are approved and paid on schedule.
• Issue and track customer invoices and follow up on outstanding receivables.
• Maintain accurate aging reports and flag overdue balances.
• Ensure payments are correctly applied to the appropriate invoices and accounts.

Bank & Credit Card Reconciliation

• Reconcile bank accounts and credit cards on a regular schedule.
• Confirm that transactions have been properly recorded and categorized.
• Investigate and resolve discrepancies, duplicate transactions, unapplied payments and other reconciliation issues.
• Ensure reconciliations are completed and documented rather than simply relying on bank-feed balances.

Intercompany Accounting

This is an important component of the position.

• Maintain accurate intercompany receivable, payable and loan balances between related companies.
• Ensure transactions recorded in one company are properly reflected in the corresponding company.
• Maintain a running schedule of all intercompany balances and regularly reconcile those balances between entities.
• Identify when transfers should be treated as reimbursements, intercompany payables/receivables, capital contributions or loans.
• Ensure intercompany loans are properly documented.
• Coordinate preparation and execution of required loan agreements or promissory notes so that appropriate paperwork is signed and maintained.
• Track principal balances, payments and accrued interest.
• Calculate and record interest in accordance with the applicable loan documentation.
• Ensure intercompany loan balances and related entries are accurately reflected on each company's balance sheet.
• Maintain supporting documentation so intercompany activity can be easily reviewed by management, our CPA or tax preparers.

Balance Sheet Maintenance

• Regularly review balance sheet accounts for accuracy.
• Maintain schedules supporting significant balance sheet accounts.
• Identify old, unusual or unsupported balances and investigate them.
• Ensure loans, receivables, payables, fixed assets, credit cards and other balance sheet accounts agree with supporting documentation.
• Assist with keeping the books continuously ready for CPA and year-end review rather than requiring a major clean-up at year end.

Payroll

• Review employee timecards for completeness and obvious discrepancies before payroll is processed.
• Confirm regular hours, overtime, PTO and other compensation are properly recorded.
• Follow up with managers when timecards or approvals are incomplete.
• Process payroll according to the established payroll schedule.
• Review payroll reports for accuracy before submission.
• Properly record payroll and related liabilities in the accounting system.
• Assist with payroll reconciliations and employee reimbursement tracking.
• Provide client profitability reports based on hours worked.
• Maintain running staff bonus accounts and split other employment based running costs to various holding accounts.

Sales Tax

• Accurately track and record sales tax activity across rentals, studio vending machines, and point of sale/cafe purchases.
• Keep sales tax account accurate on a weekly basis
• Pay sales tax on time each month.

Cash Flow & Financial Reporting

• Maintain and update management's cash-flow projections for each company.
• Update expected customer receipts, payroll, vendor payments, recurring expenses and other anticipated cash requirements.
• Compare projected cash activity with actual results and update forecasts accordingly.
• Flag upcoming cash requirements or potential shortfalls to management.
• Provide management with clear visibility into current cash, outstanding receivables and upcoming obligations.
• Provide weekly department reports and projects together with a top level executive report presented once a week at executive meeting.

Regular Accounting Cadence

The goal of this position is not simply data entry. We want someone who establishes a consistent financial rhythm across the companies.

Each week, the Bookkeeper should have a clear understanding of:

• What cash is available.
• What money is expected to come in.
• What bills need to be paid.
• What receivables are overdue.
• Whether bank and credit card accounts are reconciled.
• Whether intercompany balances agree.
• Whether payroll and timecards are current.
• Whether the cash-flow projections reflect the latest information.

Ideal Candidate

We are looking for someone who is:

• Experienced in bookkeeping for small or mid-sized businesses.
• Comfortable managing multiple related companies simultaneously.
• Highly proficient with QuickBooks Online or similar accounting software.
• Experienced with accounts payable, accounts receivable and bank reconciliations.
• Comfortable processing payroll and reviewing employee timecards.
• Familiar with balance sheets and able to recognize when an account does not look correct.
• Comfortable maintaining loan schedules and calculating interest.
• Extremely organized and detail-oriented.
• Comfortable asking questions when a transaction does not make sense rather than simply categorizing it.
• Able to maintain clear supporting documentation and accounting records.
• Capable of working independently while communicating issues clearly to management and outside accountants.

Experience working with multiple LLCs, intercompany accounting, film/production companies, agencies, payroll or project-based businesses is a plus.

Schedule & Location

This is a part-time, in-person position based at our studio in the Oklahoma City area.

Our preferred schedule is approximately three mornings per week, creating a regular cadence for processing transactions, reconciling accounts, running payroll and updating cash-flow information.

There may occasionally be additional hours around payroll, month-end or year-end.

This is not a remote position.

What Success Looks Like

Success in this role means that at any point management can confidently answer:

How much cash do we have? What do we owe? What are we owed? Are our accounts reconciled? Do the intercompany balances agree? Are our loans properly documented? And what does cash look like over the coming weeks and months, year?

The right person will make sure those answers are always readily available and supported by clean, accurate books.