Finance Support Specialist

2 days ago

Iloilo City, Western Visayas, Philippines beBeeOperations Full time ₱12,000 - ₱18,000
Operations Administrative Assistant

This role supports core financial, HR, and administrative functions that keep the business running smoothly behind the scenes.

The position is responsible for initiating and tracking payments across multiple bank and credit card accounts, reconciling monthly credit card transactions, and maintaining up-to-date records.

  • Key Responsibilities:
  • Initiate and track payments across multiple bank and credit card accounts.
  • Reconcile monthly credit card transactions and maintain accurate records.
  • Manage expense reimbursements and coordinate with internal stakeholders.
  • Maintain accurate documentation and ensure transaction details are well organized and accessible.
  • Main Tasks:
  • Own day-to-day management of Bill.com, including invoice entry, coding, approvals, and payment execution.
  • Communicate directly with vendors to confirm payment timing, request documentation (e.g. W-9s), and resolve discrepancies.
  • Track aging payables and flag overdue items or payment risks.
  • Ensure all bill pay activity is properly documented and aligned with internal approval workflows.
  • Additional Tasks:
  • Run biweekly payroll in Gusto for employees and contractors, ensuring timely and accurate payment.
  • Manage bonuses, commissions, and contractor disbursements in coordination with department leads.
  • Maintain payroll records and documentation in accordance with compliance standards.
  • Prepare payroll reports and support audits or reporting requests as needed.
  • Supporting Activities:
  • Enter and categorize transactions in QuickBooks and/or Finaloop to maintain accurate records.
  • Assist with monthly close tasks in coordination with the finance team.
  • Support cross-system reconciliation across bank accounts, Bill.com, Gusto, and internal records.
  • Maintain organized financial documentation to support reporting and compliance.
  • Specialized Tasks:
  • File sales tax returns accurately and on time across applicable states.
  • Coordinate with the CPA to support sales tax compliance and respond to documentation requests.
  • Organize and maintain tax-related records to support annual filings and audits.
  • Prepare and submit documentation needed for year-end tax prep in coordination with the CPA.
  • Administrative Duties:
  • Set up new employee and contractor accounts across Google Workspace, Slack, Gusto, and other internal platforms.
  • Prepare and maintain onboarding materials, including welcome packets, policies, and documentation checklists.
  • Coordinate with department leads to ensure smooth onboarding and system access.
  • Support internal tracking of onboarding progress and documentation status.

We're seeking a highly dependable and experienced self-starter who is not only detail-oriented and easy to work with but also eager to help build and improve systems around their responsibilities.

This is a high-trust role that plays a key part in supporting finance, people operations, and administrative efficiency across the business.

The ideal candidate will have 3-5 years of experience in administrative, finance, or operations support roles.

They will be able to handle sensitive financial and HR information with discretion and accuracy.

A strong English written and verbal communication skills across teams and external partners is required.

Familiarity with tools such as QuickBooks, Gusto, Finaloop, Bill.com, Google Workspace, and Excel/Sheets is a plus.

The successful candidate will be comfortable working in a remote environment across time zones.

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