Accounting Assistant

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Oversee the Asana task queue daily and transform billing requests into completed actions in QBO on the same day.

• Assess, update, and reconcile recurring invoices in QBO following the instructions from Asana tasks.

• Manage foreign currency conversion rates for invoicing international clients, ensuring they are up-to-date and accurately applied.

• Notify the Controller of task completions, pending items, and any flags via Slack in a proactive and organized manner.

• Follow agency-specific billing standard operating procedures (SOPs) with accuracy and consistency, raising questions early rather than making assumptions.

• Develop and oversee recurring invoice schedules for active clients.

• Adjust invoice amounts, billing dates, and service descriptions as instructed.

• Review scheduled invoices prior to sending and flag any discrepancies or missing information.

• Ensure all invoice records accurately reflect current client agreements, rates, and billing terms.

• Onboard new clients in QBO by creating customer records, billing schedules, and initial recurring invoices accurately and thoroughly.

• Offboard clients by deactivating recurring invoices, confirming final billing accuracy, and properly closing records.

• Update billing details for existing clients as changes arise, including service modifications, rate changes, and updates to payment terms.

• Keep organized and audit-ready client billing records for all active accounts.

• Prepare and file sales tax returns with the appropriate state agencies on the required schedule.

• Maintain a sales tax filing calendar to ensure all deadlines are met.

• Monitor multi-state tax nexus obligations and alert the Controller to any new exposure or compliance concerns.

• Track and reconcile foreign currency transactions for international client accounts.

• Maintain currency conversion logs and ensure accurate rate application across invoices and records.

• Ensure active compliance status across all relevant credentialing platforms.

• Monitor credentialing renewal deadlines and proactively submit updated documentation before expiration.

• Identify and immediately escalate compliance gaps or discrepancies in portals to the Controller.

• Communicate via Slack in an asynchronous, proactive manner, ensuring the Controller is always updated on the status of open items without needing to ask.

• Raise issues, questions, or potential errors early in the process instead of after they occur.

• Maintain organized task tracking in Asana in accordance with the agency's workflow standards.

⛳️ Requirements

• This position is full-time.

• Compensation up to $8/hr.

• Proficient in QuickBooks Online — Advanced level.

• Experience in creating and managing recurring invoices.

• Client onboarding and offboarding experience in QBO.

• Skills in editing, scheduling, and reviewing invoices.

• Ability to update customer records and billing details.

• Knowledge of foreign currency setup and rate maintenance.

• Intermediate to advanced proficiency in Excel & Data.

• Proficient in VLOOKUP and XLOOKUP, as well as pivot tables.

• Capable of spreadsheet-based reconciliation.

• Experience in currency conversion tracking and reporting.

• Operations & Workflow — Comfortable with learning and adhering to agency-specific SOPs with minimal supervision.

• Ability to prioritize multiple billing tasks and meet same-day completion standards.

• Quick to learn and adapt to evolving workflows.

• Key Personal Attributes — Strong attention to detail, as billing errors can directly impact clients and are unacceptable.

• Discernment in knowing when to act independently and when to escalate issues to the Controller.

• Fast learner who quickly adopts new SOPs and workflows accurately.

• Proactive communicator who keeps the Controller informed without needing prompts.

🏝️ Benefits

• Competitive salary and growth opportunities.

• Flexible working hours and a supportive team environment.

• Access to professional development resources.

• Health and wellness benefits.