Finance Operations Specialist

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

📋 Description

• Reconcile bank feeds with invoices and address any discrepancies.

• Align PayPal transactions with bank feeds and invoice records.

• Review and streamline bills awaiting payment in Ramp.

• Perform monthly 401(k) reconciliations using Gusto.

• Ensure finance and accounting data in HubSpot deal records remain accurate.

• Confirm that contract values, HubSpot deal values, and invoice amounts are consistent.

• Update anticipated payment dates and uphold a dependable financial record.

• Monitor overdue invoices and facilitate collections until resolved.

• Document collections efforts and client commitments.

• Address creator inquiries regarding deal status, payment dates, invoicing, and payment history.

• Investigate payment statuses and provide professional updates on delayed payments.

• Raise significant payment delays or potential relationship risks to the CEO.

• Assist in automating invoice creation and troubleshoot workflow challenges.

• Register and maintain HMG as a vendor on Tipalti, Bill.com, Lumanu, SAP Ariba, and other client payment platforms.

• Complete vendor onboarding, re-verification, and annual revalidation processes.

• Monitor client portals for invoice statuses, approval holds, rejected submissions, and payment remittance.

• Submit invoices following each client's designated procedures.

• Develop and maintain cash flow forecasts.

• Aid in 1099 preparation and year-end filings.

• Maintain documentation for CPA handover.

• Assist with the migration from QuickBooks Online to Xero.

• Securely manage confidential financial, payroll, tax, banking, and personal information.

• Adhere to credential management, multi-factor authentication, payment change verification, and data handling protocols.

• Identify and escalate phishing attempts, payment fraud, and business email compromise risks.

• Oversee finance workstreams across multiple campaigns.

• Provide financial and executive assistant support to the CEO.

• Recognize and suggest process improvements.

• Collaborate with the internal team to ensure timely client service delivery and meet client expectations.

⛳️ Requirements

• Minimum of 3 years' experience in bookkeeping or finance operations.

• Proficient in Xero (mandatory).

• Familiarity with QuickBooks Online.

• Exceptional spoken and written English skills.

• Capability to manage multiple concurrent workstreams with strong follow-through.

• Experience in accounts receivable and collections, including diligent follow-up on overdue payments.

• Strong attention to detail and precision in reconciliation tasks.

• Ability to work independently and identify issues proactively.

• Bachelor's degree in Accounting, Finance, or a related field.

• Experience with QuickBooks Online to Xero migration (preferred).

• Familiarity with Ramp, PayPal, Gusto, or HubSpot (preferred).

• Background in a US-based professional services environment (preferred).

• Understanding of US 1099 contractor payment processes (preferred).

• Familiarity with AI automation tools such as n8n or Zapier (preferred).

• Previous experience supporting a US-based executive across different time zones (preferred).

🏝️ Benefits

• Secure legal employment through Employer of Record services.

• Flexible work-from-home arrangement.

• Opportunity for flexible breaks throughout the workday.

• Engaging work with diverse challenges.

• Collaborative and supportive team environment.

• Inclusive and diverse workplace culture.

• Competitive compensation package with genuine career advancement opportunities.

• Comprehensive hiring and onboarding support.