Accounting Specialist, US Client Support

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

📋 Description

• Conduct weekly reconciliations for all bank, credit card, and payment clearing accounts within QuickBooks Online.

• Perform reconciliations every Monday to ensure QBO aligns with real-time banking data.

• Detect and highlight discrepancies such as missing deposits, duplicate entries, and timing mismatches in payment processing.

• Investigate unusual transactions by tracing them to contracts or bank feeds prior to posting.

• Prepare intricate journal entries along with supporting documentation for leadership approval.

• Provide a month-end closing package that includes P&L, Balance Sheet, and AR aging by the 10th of each month.

• Remove transactions categorized as Uncategorized Expenses and Ask My Accountant.

• Maintain a detailed audit trail for quarterly reviews and tax filings conducted by external US CPAs.

• Manage recurring client invoicing through Nickel on the first of each month.

• Generate one-time project invoices upon the execution of client contracts.

• Monitor outstanding invoices, apply payments to customer accounts, and issue reminders for accounts overdue by 15 days or more.

• Enter vendor bills, reconcile receipts, schedule payments, and uphold the master vendor file.

• Collect contractor hours, assess virtual assistant timesheets, verify rate adjustments, and compile spreadsheets ready for payroll.

• Review worker information to ensure compliance with W-2 and 1099 classifications, including visa restrictions and work-status requirements.

• Organize and cross-check W-4, I-9, and W-8 BEN/BEN-E onboarding documentation for processing through Gusto or ADP.

• Develop, enhance, and sustain written Standard Operating Procedures (SOPs) for recurring back-office functions.

• Respond to inquiries from US team members and clients within one business day.

• Collaborate closely with the US leadership team and external CPA to ensure accurate records in QuickBooks Online.

⛳️ Requirements

• Must possess a Certified Public Accountant (CPA) license in the Philippines that is currently active.

• A minimum of 3 years of direct, full-cycle bookkeeping experience with US-based small businesses.

• Exceptional hands-on proficiency in QuickBooks Online, including bank feeds, advanced bank rules, clearing accounts, and multi-currency reconciliations.

• Profound understanding of US payroll structures, payroll tax cycles, and the distinctions between W-2 and 1099 classifications.

• Familiarity with international W-8 BEN onboarding procedures.

• Proven experience in managing high-volume accounts receivable collections, structured billing cycles, and accounts payable workflows for professional services or agency business models.

• Excellent written and verbal English communication skills for effective interaction with US executives and vendors.

• QuickBooks Online ProAdvisor certification is preferred.

• Experience in supporting a digital marketing agency, MarTech firm, or consultancy is preferred.

• Familiarity with Gusto, ADP, Wise, or Nickel is preferred.

• A portfolio or a demonstrated history of creating detailed technical accounting SOPs is preferred.

🏝️ Benefits

• Permanent, full-time remote position.

• Opportunities for professional development through the architecture of SOPs and process optimization.