Accounting / Billing Specialist (US Based Client) | Hybrid setup

1 week ago

Eastwood Metro Manila, Philippines INTELASSIST INC. Full time

Location: Eastwood Libis Quezon City

Worksetup : 2-4 weeks onsite, transition to work from home

Work schedule : Pacific Time zone

Salary Offer - Php 40, ,000

Overview:

We are seeking a detail-oriented and proactive Accounting & Billing Specialist to manage our company's billing, payroll, and bookkeeping processes. The ideal candidate will ensure accurate, timely invoicing and payroll processing, maintain organized financial records, and collaborate closely with leadership to uphold strong financial health and client satisfaction.

Key Responsibilities

Billing & Invoicing

  • Access and manage time entries from the project management tool (Wrike) to prepare biweekly timesheets.
  • Categorize hours as billable vs. nonbillable and ensure accuracy before client invoicing and team payroll.
  • Create, process, and send client invoices every 2 weeks via QuickBooks, ensuring all required client details are complete.
  • Reach out to the team at the start of each project or upon contract signing to confirm all client and billing information.
  • Perform audits of submitted timesheets for accuracy and completeness.

Payroll & Reimbursements

  • Process biweekly payroll through ADP, ensuring accuracy in hours, rates, and deductions.
  • Handle employee expense reimbursements accurately and on schedule.

Accounts Receivable & Collections

  • Track Accounts Receivable (AR) and monitor invoice aging reports.
  • Meet 1–2 times weekly with the CEO to review client invoices, audit records, and discuss overdue accounts.
  • Identify overdue invoices — mark invoices past 30 days as past due and past 45 days as delinquent.
  • Notify internal teams to pause work at 45 days delinquent and coordinate communications with clients regarding payments.
  • Conduct client billing follow-ups via calls and emails to resolve issues or escalate to CEO/Client Services/Sales as needed.

Bookkeeping & Reporting

  • Maintain accurate financial records and support daily accounting functions.
  • Perform month-end and quarterly reconciliations, ensuring all accounts are balanced and discrepancies resolved.
  • Track and report on key financial metrics, including outstanding AR and billing performance.
  • Follow existing bookkeeping procedures and identify opportunities to improve processes.
  • Create and update Standard Operating Procedures (SOPs) for accounting and billing workflows.

Tax Preparation Support

  • Assist in organizing and preparing necessary documents and reconciliations for the Tax Accountant during annual filing periods.

Qualifications

  • Bachelor's degree in accounting, Finance, or a related field (or equivalent experience).
  • 3+ years of experience in accounting, billing, or bookkeeping roles.
  • Proficiency in QuickBooks, ADP, and Wrike (or similar project management tools).
  • Strong understanding of AR management, biweekly payroll, and client invoicing cycles.
  • Exceptional attention to detail, organizational, and communication skills.
  • Ability to work independently, meet deadlines, and collaborate with multiple departments.
  • Experience creating and maintaining SOPs preferred.

Required Experience:

  • Experience with private US small business accounting.
  • Experience in remote accounting.
  • Experience using CRM or accounting automation tools

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