Bookkeeper and Tax Lead (Enrolled Agent or CPA)

Description:

Bookkeeper and Tax Lead (Enrolled Agent or CPA) — Ace Marketing Services

Location: Winter Park, FL (Greater Orlando area) — onsite five days per week

Reports to: Carson Slade, Founder & CEO

Employment: Full-time, W-2 employee

Compensation: $65,000–$80,000 per year, depending on experience and license


ABOUT ACE

Ace is a creator marketing and growth agency based in Winter Park, Florida. We run social accounts, traffic and content for online creators across Instagram, X, TikTok, Snapchat and other platforms. Our in-office team uses AI tools and connected systems every day.


THE ROLE

We are hiring one person to own Ace's books and Ace's business taxes from start to finish. Today an outside accounting firm does this work. We want it in house, in the office, with one owner who knows every number.

You will keep Ace Marketing Services, Inc.'s books clean in QuickBooks Online, send and collect client invoices, pay the bills, move Ace's money, book payroll, and prepare and file the company's federal and Florida tax returns. When the IRS or the state sends a letter, you answer it.

Year one success looks like this: the books close on time every month, every client invoice goes out on schedule and is tracked to paid, the 2026 returns and estimates are filed on time, and the founder gets a clear monthly picture without chasing anyone.

The honest hard part: you will take over books from an outside firm and clean up anything left open. You will be the only finance person in the building, so you set the routines yourself.

You will also move all of Ace's money: paying bills, sending transfers and wires, and moving cash between Ace's bank accounts. That takes real trust, so we check references on how you handled company money before.


WHAT YOU WILL OWN

Books and month-end close

* Keep the QuickBooks Online books for Ace Marketing Services, Inc.

* Code every bank and card transaction and reconcile every account each month.

* Close the month by the 6th business day and deliver a short monthly summary: profit and loss, cash, what clients owe, and what Ace spent on marketing (ads, content tools and growth services).

* Keep QuickBooks invoices accurate. They feed the portal our clients use.

* Keep receipts, records and support for every entry.

Client invoices and money owed to Ace

* Send about 18 client invoices a week through BILL, on Ace's schedule.

* Run client payment pulls in BILL on one set day each week, the 2nd business day. Retries and catch up charges go on that same day.

* Retry a missed payment one invoice at a time, never all open invoices at once.

* Check every Monday for past due invoices. Own each one until it is paid, without waiting on the client to reply. A payment counts as paid only once the money is in the bank.

* For clients who do not pay automatically, send each invoice with a pay link and a reminder every 2 days until it is paid.

* Record every client payment against the exact invoice, including split payments and payments made outside BILL.

* Every Monday, post a short list of each client who owes: amount, oldest invoice and what was done that week.

* Bring the founder in right away when a client owes a large balance, asks for a payment plan or a waiver, says she is leaving, or disputes her contract. Any change to what Ace charges is the founder's call.

Bills, transfers and payroll records

* Enter and pay vendor bills in BILL on time.

* Send transfers and wires, and move cash between Ace's bank accounts.

* Large payments to anyone outside Ace wait for the founder's approval before they go out.

* Record every money movement in QuickBooks the same day and send the founder a weekly list of everything that moved.

* Book each payroll run from ADP. Ace's HR lead runs the payroll itself.

* Keep vendor records and W-9s current.

Taxes

* Prepare and file Ace's federal corporate income tax return (Form 1120) and Florida corporate return, with extensions when needed.

* Calculate and pay quarterly estimated taxes.

* Prepare and file 1099s for contractors each January.

* Answer IRS and Florida Department of Revenue letters for the company.


TOOLS AND WORKING STYLE

Required:

* QuickBooks Online, used daily as the main books.

* Comfort with Google Workspace: Sheets, Drive, Gmail and Calendar.

* Willingness to use Claude or a similar AI assistant in daily work, and to check its output against the books.

Helpful:

* BILL (bill.com [http://bill.com]) for invoices and bills.

* ADP payroll reports.

* Professional tax software for business returns.


WHAT WE ARE LOOKING FOR

Required:

* An active Enrolled Agent (EA) license or an active CPA license.

* At least three years of full-charge bookkeeping in QuickBooks Online, where you owned reconciliations and month-end close.

* Has prepared and filed business income tax returns, with Form 1120 for a corporation preferred.

* Can work in person in Winter Park five days a week, or will relocate before the start date.

* Comfortable working with adult-content creator businesses and keeping financial and client information private.

Preferred:

* Has worked as the only bookkeeper or finance person at a small company.

* BILL, ADP, and 1099 filing experience.

* Has answered IRS or state tax letters for a business.

* Experience with a corporation that has owners outside the US.


HOW SUCCESS IS MEASURED

* Month closed by the 6th business day, with all accounts reconciled.

* Client invoices sent on schedule, pulls run on the set day, and every bounced or late payment followed up until it is paid.

* Bills paid on time, and every money movement recorded the same day.

* Every federal, Florida and 1099 filing on time, with no late penalties.

* IRS and state letters answered before their deadlines.

* A founder who can see profit, cash and money owed at any time.


COMPENSATION AND ACTIVE BENEFITS

* $65,000–$80,000 per year, depending on experience and license.

* Full-time W-2 employment.

Ace offers eligible full-time employees health, dental, vision, and life insurance, plus a 401(k) with employer match, subject to active plan rules.


WHAT TO EXPECT IN THE HIRING PROCESS

After application review, selected candidates complete a TestGorilla assessment with QuickBooks Online and bookkeeping skills tests and a short conversational AI interview. Candidates with strong results then complete a 30-minute interview with Katana, including a short exercise using made-up numbers. The hiring team reviews the application, assessment, interview, license check and references before making the final decision. Carson does not meet candidates.


HOW TO APPLY

Apply through Dover with your resume and answers to our questions. Please name your EA or CPA license on your resume, with the state or IRS record that shows it and the year you earned it.

By applying, you acknowledge our Applicant Privacy Notice [https://docs.google.com/document/d/1agpBkjNZIsTZ_W4qh8tK6bkos_5ag8Hfx9IuCGtiETc/edit].

Questions? hello@ace.inc [hello@ace.inc]. Applications are reviewed on a rolling basis through Dover.


EQUAL OPPORTUNITY

Ace Marketing Services, Inc. is an equal-opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic. We provide reasonable accommodation to applicants with disabilities; requests may be sent to hello@ace.inc [hello@ace.inc].

By submitting your application, you acknowledge that Ace Marketing Services, Inc. will use your information to evaluate your candidacy and communicate with you about this role. We retain applicant information for up to 12 months after the role closes. You may request deletion or stop future contact at any time by emailing hello@ace.inc [hello@ace.inc].

Apply

https://app.dover.com/apply/aceinc/2e73c5e8-0e22-4a53-bdb2-7d0f71d82a9a