Business Manager (Accounting & Operations) - [Part Time / In-Person]

ABOUT US

HealthKey helps doctors' offices find patients for clinical trials with AI. We partner with research organizations and sites (i.e. doctors offices), integrate deeply with their EHRs, and use AI to find eligible patients for their trials.

Our product is a SaaS powered by AI Agents that mirror clinics' existing operations, with a UX for clinical support teams to review. We solve the #1 most important problem in clinical research and customers are eagerly looking for AI to help.

We're a part of Y Combinator's W25 batch, raised a Seed round, and work in-person here in Austin, TX. Our team of 8 has worked together for years (prev. startup raised $160M Series B). We work intensely, are customer obsessed, and genuinely enjoy the craft.

I won't sugarcoat it. We work hard. We're laser focused. We care deeply and have very high standards. And we're looking for others who also find that to be motivating.

ABOUT YOU

• You have 2+ years of hands-on accounting experience: bookkeeping, AP, and/or AR ***
  • QuickBooks Online is our system of record. If you've done this work in Xero or NetSuite, you'll pick it up fast.
• You're based in Austin, TX ***
• You can work in-person at our Austin office a few days a week ***
• You use AI to automate real work ***: Not just chat. You've used AI tools to replace a manual process, and you want a job where that's the point.
• You're an Excel power user ***: Pivot tables, lookups, and cleaning up messy exports are second nature.
• You're detail-obsessed: A $0.10 difference in a reconciliation bugs you until you find it.
• You're high agency: You're proactive. You identify gaps, propose solutions, and own outcomes. You follow up until the job's done.

Nice to have:

• Early-stage startup or small-business experience (you've been the whole finance department before)
• Experience with Gusto, Stripe, Rho, or Mercury
• A degree in accounting or finance, or on the CPA track
• Python or SQL (Bonus points! Be sure to include this in your application)

*** All other candidates will be disregarded

THE JOB

You'll keep HealthKey's books and back office running, working directly with the CEO. Much of our accounting already runs on AI tools we built with Claude Code (for QuickBooks, billing, and bank reconciliation). You'll run them, fix them, and build more.

Here's what you'll do:

• Run accounts receivable: Invoice customers in QuickBooks, apply payments, reconcile deposits, and follow up on late payments.
• Run accounts payable: Pay vendors and contractors on time, code expenses, and manage receipts and reimbursements.
• Close the books every month: Bank and credit card reconciliations, categorization, and journal entries, so the numbers are right before anyone looks at them.
• Run payroll, HR & benefits admin: Gusto payroll, onboarding and offboarding paperwork, benefits, and insurance renewals.
• Keep us compliant: Coordinate sales tax filings, annual tax returns with our CPA, and our calendar of renewals and deadlines.
• Automate with AI: Use Claude Code or Codex to turn recurring manual work into tools and processes that run themselves.
• Handle operations & special projects: Tradeshow and event logistics, scheduling, materials, vendor management, and whatever else needs to get done.

This role starts part-time with flexible hours (in-office a few days a week), with the potential to grow into full-time. You'll report directly to the CEO.

COMPENSATION & BENEFITS

• $35 - $45/hour (equivalent to $70K - $90K/year at full-time)
• Part-time to start, with a path to full-time
• Flexible hours, in-office in Austin a few days a week
• In-person work environment in Austin, TX