Rubix Agency Senior Agency Bookkeeper / Finance Operations Specialist Remote · Contractor Company website

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Rubix is a performance marketing agency built for the next chapter of consumer growth. We partner with ambitious consumer brands to drive profitable, measurable growth through paid media, performance creative, lifecycle marketing, SEO/AEO and analytics. Our clients include brands such as FreshDirect, Fishwife, PetMeds, Mountain House, and Kosterina. What makes Rubix different is our belief that great marketing starts with understanding the economics of a business—not just platform metrics. We help clients make better decisions by connecting marketing performance to customer acquisition cost (CAC), lifetime value (LTV), contribution margin, incrementality, and long-term growth. We're also building an AI-first operating model. We believe AI should make great marketers more strategic, more consistent, and more efficient—not replace judgment, creativity, or strong client relationships. Our team actively incorporates AI into research, reporting, analysis, creative workflows, quality assurance, and internal operations to deliver better outcomes for clients. Rubix is a remote-first company headquartered in New York and is growing rapidly while maintaining a high bar for talent, ownership, and client partnership. We hire people who enjoy solving difficult business problems, thinking strategically, and building systems that scale.

The Opportunity

Rubix is entering its next chapter, and that chapter runs on clean numbers.

We sell rigor. Our client work is data-anchored and pressure-tested, and our own books need to meet the same bar. We're hiring a Senior Bookkeeper to own the accuracy of Rubix's financial records and maintain one dependable source of truth, so leadership can see company performance, client profitability, staffing costs, and cash flow without reconstructing anything by hand.

This is not a transaction-entry role. It's an ownership role. You'll understand how agencies actually work: the difference between client delivery costs, shared overhead, contractor costs, pass-through expenses, and general corporate spending. You'll inherit a system with real history and some real inconsistencies, and you'll make it trustworthy. When something doesn't tie, you investigate it. When a classification is wrong, you say so.

Role boundaries are clear: the CFO owns accounting policy, forecasting, and final financial interpretation. This role owns the underlying records, reconciliations, schedules, and close process that make those decisions dependable.

What You'll Own

The monthly close and reconciliation

Own the close on a repeatable schedule. Reconcile every bank, credit card, and payment account monthly, and confirm every recorded balance ties to its underlying statement. Find the missing transactions, duplicates, transfers, refunds, and posting errors. Maintain a clear register of unresolved items with owners and dates. Prior-month numbers never masquerade as current actuals; estimates get labeled as estimates.

G&A and non-labor expenses

Maintain a transaction-level record of all non-labor spend, classified consistently: software, insurance, professional services, travel, recruiting, equipment, fees. Keep shared G&A separate from direct client expenses, and make sure credit card payments are never counted on top of the underlying transactions. Track recurring subscriptions and flag anything duplicate, unused, or quietly creeping up.

Client profitability

Allocate direct contractor, freelancer, referral, and production costs to the right clients so contribution margin reporting reflects reality. Distinguish client delivery labor from overhead labor, maintain a documented allocation methodology for shared team members, and flag accounts with incomplete costing or margin changes that don't have an explanation yet. Support pod- and client-level reviews without exposing confidential compensation unnecessarily.

Accounts payable, receivable, and cash

Keep vendor records and payment schedules accurate. Confirm invoices are approved, coded correctly, and paid on time. Reconcile invoiced revenue to contracts, retainers, variable fees, and pass-throughs. Watch aged receivables and upcoming cash requirements, and raise flags early with a recommendation, not just an alert.

Process, controls, and documentation

Document the recurring procedures so the function runs on a system, not on memory. Build checks for duplicate expenses, stale formulas, missing months, and unexplained variances. Maintain a consistent chart of accounts, keep an auditable record of changes and approvals, and protect confidential employee, contractor, and client information. Recommend practical improvements without inventing complexity.

AI as operating leverage

Rubix is actively exploring how AI can make the agency sharper, faster, and more consistent, and finance is no exception. Use AI where it earns its keep: anomaly detection, classification checks, first-draft reconciliation summaries. Then apply the human judgment that makes the output trustworthy. Every AI-assisted number gets reviewed with the same rigor as if you calculated it yourself. You own the output regardless of what drafted it.

Financial, compensation, and client information may only be used in Rubix-approved systems and AI tools. Company data may not be uploaded to personal accounts, public models, or unapproved services. This role requires a secure device, multifactor authentication, encrypted storage, and no subcontracting without prior written approval.

What Success Looks Like

First 30 days:

• All financial accounts and data sources are mapped.
• Bank and credit card accounts are reconciled through the most recently closed month.
• Material discrepancies and missing records are documented, not discovered later.
• G&A, direct client costs, and overhead labor have clear working definitions.

By 60 days:

• The monthly close follows a repeatable schedule.
• Non-labor expenses reconcile to source statements.
• Client-specific costs are consistently attributed.
• Every open bookkeeping issue has a named owner and a resolution date.
• The Finance Hub no longer relies on duplicated formulas or stale placeholders.

By 90 days:

• Leadership receives dependable monthly company and client-level reporting.
• Client profitability traces to reconciled source data.
• Payables, receivables, and cash requirements are current.
• Documentation is organized and audit-ready.
• The function runs consistently without the CEO reconstructing the numbers.

Who You Are

You've done real bookkeeping for a real agency, and you know the difference. You've owned reconciliation rather than just performed data entry, and you get energy from making a messy system trustworthy. You believe a clean close is a form of respect for everyone downstream of it.

You bring

• 5+ years of hands-on bookkeeping or accounting operations experience
• Direct experience with a marketing, advertising, creative, media, or professional services agency
• Strong bank and credit card reconciliation experience, plus AP, AR, and monthly close ownership
• A demonstrated understanding of client profitability, contractor costs, and shared overhead
• Advanced spreadsheet skills and experience with QuickBooks Online or a comparable cloud platform
• Strong written English and the ability to explain a discrepancy in plain language
• Fluency and curiosity with AI tools, paired with the discipline to verify everything they produce
• Reliable availability with meaningful U.S. Eastern Time overlap

You are

• Direct, clear, and comfortable challenging a number that doesn't tie, even when it's leadership's number
• High-ownership: you investigate open questions before they're fully defined, and you don't wait for permission to fix what's in your lane
• Fact-based: "here's what the statement shows" beats "here's what the spreadsheet says"
• A systems thinker: you improve the governing system instead of spawning side spreadsheets
• Precise and fast, in that order; speed matters, but a wrong number costs more than a late one
• A proactive communicator who surfaces issues with context, what you've checked, and a recommendation
• Trustworthy with sensitive financial, compensation, and client information, full stop

Strongly preferred

• Experience reconciling agency retainers, variable fees, media-related revenue, or pass-through expenses
• Experience supporting multi-client resource and labor allocation
• Familiarity with payroll journals and contractor payments
• Experience improving an inherited bookkeeping system with inconsistent historical records
• Experience working directly with agency founders or leadership teams
• Understanding of accrual accounting, prepaid expenses, and month-end adjustments

This Role Is Not a Fit If

• Your experience is primarily transaction entry without reconciliation ownership.
• You haven't worked with agency or client-service business models.
• You need every issue fully defined before you'll investigate it.
• You're uncomfortable challenging incorrect classifications or unexplained balances.
• You routinely create additional spreadsheets instead of improving the governing system.
• You can't maintain strict confidentiality.

How We Work

Rubix is remote-first with a New York office. The team operates on Slack, ClickUp, Google Workspace, and Granola for meeting capture; finance runs on QuickBooks Online and our Finance Hub. We communicate directly, prepare before meetings, and default to ownership over escalation. You should be fluent, pragmatic, and ambitious about what AI can do for a finance function, and rigorous about checking its work.