Accounts Receivables

Job Title: Accounts Receivable & Operations Support Assistant

Location: Remote (Philippines-based applicants welcome)

Employment Type: Full-Time, Permanent

Hours: Monday to Friday, 8:00 AM to 6:00 PM NZT (45 hours per week, 1-hour unpaid lunch)

Reports to: Accounts Payable

Pay Rate: To be discussed

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Eco Lawn is one of New Zealand's leading suppliers and installers of high-quality synthetic turf. We operate a highly systemised business with interconnected financial and operational workflows. Accuracy, speed, and consistency matter to us because they keep projects moving, customers happy, and financials tight.

We are expanding our General Support team and looking for a skilled Accounts Receivable & Operations Support Assistant who can manage multi-step workflows with precision, communicate confidently, and keep our financial and operational data aligned.

This is a long-term remote position for someone who thrives in organised systems and has the initiative to keep tasks moving without hand-holding

This role sits at the intersection of accounts receivable, project coordination, and operational support.

You will:

• Manage the financial flow from quote acceptance to final payment.

• Reconcile deposits and payments in Xero and maintain matching data in Pipedrive.

• Verify job details and issue accurate invoices after project completion.

• Provide operational support to ensure projects stay on track.

• Make phone calls to customers, installers, and suppliers to support scheduling, coordination, and information flow.

• Step in for the Operations Manager during leave periods to maintain continuity.

If you enjoy structure, accuracy, problem solving, and clear communication, this role will suit you well.

Deal and Payment Reconciliation

• Monitor accepted deals in Pipedrive and ensure accurate progression through the sales and accounts stages.

• Move deals into Awaiting Deposit and reconcile all deposits received in Xero.

• Update Pipedrive data and mark deals as Won once payment is confirmed.

• Maintain accurate project start and finish dates.

• Verify installer time entries and ensure alignment with scoped labour.

Invoice Management and Final Checks

• Review completed jobs, including materials, labour, changes, and variations.

• Cross-check invoicing details against original quotes and financial terms.

• Prepare and issue accurate invoices through Xero.

• Move deals into the correct stage of the accounts pipeline.

• Monitor for final payment and reconcile once received.

Customer Follow-up and Collections

• Confirm customer satisfaction upon full payment and request a Google review.

• Monitor overdue accounts and send reminders as required.

• Escalate persistent non-payment cases to management.

• Support decision-making regarding when to pause further action on overdue accounts.

Operations Support and Communication

• Make phone calls to customers, installers, suppliers, and other stakeholders to support daily operations.

• Assist the Operations Manager with scheduling, coordination, and logistics.

• Step in during leave periods to maintain communication, allocate tasks, and prevent bottlenecks.

• Coordinate material orders, skip bin bookings, and clean fill customer communication.

• Complete additional administrative tasks to support project delivery.

• Proven experience in accounts receivable, reconciliation, or similar finance roles.

• Strong proficiency with Xero and Pipedrive (Or Hubspot).

• Excellent understanding of chart of accounts and correct payment allocation.

• Experience reconciling Stripe payments, finance company deposits, and multiple payment types.

• High standard of accuracy with a structured, methodical workflow.

• Confident English speaker, comfortable handling phone calls when required.

• Strong written communication and a reliable remote work setup.

• Ability to work independently and follow established daily workflows.

• Background in landscaping, construction, or service-based trades.

• Prior remote assistant experience in accounts or operations.

• Experience following checklists and structured processes in a high-activity environment.

• A long-term, stable role within a values-driven New Zealand business.

• Training on systems, workflows, and internal processes.

• Consistent work hours.

• Opportunity for growth as our operational and finance systems expand.