Executive Administrative Bookkeeper

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

📋 Description

• Execute and uphold marketing expense reconciliations utilizing ProSpend.

• Oversee approximately 30+ invoices on a monthly basis, with expectations of increased volume.

• Process and reconcile expenses related to events, conferences, advertising, and other marketing endeavors.

• Manage recurring expense documentation, including a high volume of digital advertising receipts such as LinkedIn.

• Detect missing information, receipts, or discrepancies, and proactively engage with relevant stakeholders.

• Maintain precise and organized financial records.

• Update and manage the Marketing Budget Tracker.

• Monitor marketing expenditures against the allocated budgets.

• Collaborate with Accounts Payable to ensure timely processing of invoices and supplier payments.

• Actively follow up on outstanding payments, especially for smaller suppliers and service providers.

• Keep accurate records of invoices, expenses, and payment statuses.

• Coordinate couriers and merchandise deliveries for around 2–4 events each week.

• Track deliveries to ensure event materials arrive at the correct location within specified timeframes.

• Provide general administrative assistance to the marketing team.

• Assist with document management, data entry, and various ad hoc administrative tasks.

• Serve as the marketing team’s HubSpot CRM administrator, ensuring data integrity, user permissions, field configurations, and workflows are maintained.

• Manage event-related leads in HubSpot and coordinate the transition to sales; marketing retains ownership of leads until they convert to opportunity status, after which RevOps and sales take over.

• Prepare and sustain HubSpot reports, including lead generation and marketing performance metrics.

• Support the planning and execution of marketing campaigns across various initiatives.

• Track dependencies, manage brief handoffs, collaborate with cross-functional stakeholders, and flag project risks.

• Deliver weekly ELT marketing progress updates and monthly ELT OKR-aligned summaries.

• Compile quarterly board deck data, including Share of Voice, agency results, and key marketing performance indicators.

• Manage diaries and calendars efficiently.

• Assist with meeting coordination and scheduling.

• Oversee brand and marketing asset libraries, including central brand folder structure, organizing and tagging graphic design and photography assets, and aiding in bulk content scheduling and asset uploads.

• Provide broader executive and marketing administrative support.

• Facilitate process improvements within finance and marketing administration.

⛳️ Requirements

• Previous experience in bookkeeping, accounts administration, finance administration, or a similar role.

• Strong background in expense reconciliation and financial record maintenance.

• High level of precision and attention to detail.

• Proficient in Microsoft Excel or Google Sheets.

• Comfortable working with financial and expense-management systems.

• Experience with ProSpend is highly valued, though familiarity with alternative platforms such as SAP Concur is necessary if ProSpend experience is lacking.

• Excellent organizational and time-management skills.

• Capacity to manage recurring tasks and increasing transaction volumes.

• Confident in following up with internal teams and suppliers.

• Strong written and verbal communication abilities.

• Capability to work independently and take ownership of assigned tasks.

• Demonstrated high proficiency and recent active use of HubSpot CRM.

• Proficient with Claude, Slack, Canva, and Google Suite (Docs, Sheets, Drive), with demonstrated recent usage.

• Basic Canva skills are advantageous; advanced design abilities are not necessary.

🏝️ Benefits

• Competitive salary.

• Opportunity to influence the HR function of a rapidly expanding BPO.

• Collaborate closely with a team of industry leaders who have successfully scaled BPOs in the past.

• Opportunities for career growth and development.