Finance and Operations Assistant

This is a fully remote position, open to applicants in Philippines, +3 more countries.

📋 Description

• Reconcile vendor statements within the initial 10 days of each month by aligning invoices with statements.

• Detect unbilled or unshipped items and highlight discrepancies for resolution.

• Identify and secure applicable early payment discounts ranging from 2 to 6 percent.

• Process approved invoices through payment software for review by the owner.

• Prepare invoices for check printing and mailing in collaboration with the owner and business partner.

• Maintain systematic records of submitted and processed invoices.

• Align credit card batch payments with daily bank deposits in QuickBooks.

• Generate accounts receivable reports and identify overdue accounts for follow-up.

• Assist with fundamental bookkeeping and periodic account cleanup.

• Produce standard financial reports for the owner’s review.

• Examine employee clock-in and clock-out records within point-of-sale systems.

• Highlight timekeeping issues, discrepancies, and missing entries.

• Ensure accurate timekeeping records across all locations.

• Provide support for back-office administrative duties and special projects.

• Assist with occasional personal administrative responsibilities.

• Keep organized records, files, and documentation.

• Complete application, video introduction, role-specific assessment if applicable, interviews, and background/reference checks.

⛳️ Requirements

• Demonstrated hands-on experience with QuickBooks (mandatory requirement).

• Strong understanding of basic bookkeeping and accounting principles, including accounts payable, accounts receivable, and bank reconciliation.

• Ability to generate and interpret standard financial reports.

• High reliability, consistency, and strong follow-through on recurring tasks and deadlines.

• Detail-oriented mindset with zero tolerance for errors in financial records and reconciliations.

• Comfortable working remotely with business systems and point-of-sale platforms.

• Trustworthy and discreet in handling sensitive financial and employee information.

• Availability Monday through Saturday during US Pacific Time hours, at least during onboarding.

• Updated resume.

• A brief Loom video (1 to 2 minutes) introducing yourself, detailing your QuickBooks experience, and outlining a vendor reconciliation or accounts receivable process.

• Submission of the Loom video is required to proceed to the next stage of the hiring process.

🏝️ Benefits

• Compensation in USD, paid bi-monthly (on the 15th and 30th).

• Paid Time Off as per company policy.

• Observance of holidays in accordance with company guidelines.

• Fully remote work setup.

• Flexible schedule following onboarding.

• Stable, long-term employment.

• Opportunities for growth as the business expands.

• Direct collaboration with the owner and genuine operational ownership from day one.