Finance Operations Specialist

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

📋 Description

• Reconcile bank feeds with invoices and address any discrepancies.

• Match PayPal transactions with bank feeds and invoice records.

• Review and organize bills pending payment in Ramp.

• Perform monthly 401(k) reconciliations using Gusto.

• Ensure accurate financial and accounting data is maintained within HubSpot deal records.

• Confirm contract values, deal amounts, and invoice totals; investigate any discrepancies.

• Monitor overdue invoices and facilitate collections follow-ups until resolution.

• Document all collections activities and client commitments.

• Address creator inquiries regarding deal statuses, payment timelines, invoicing, and payment history.

• Handle communications related to delayed payments and escalate significant delays to the CEO.

• Assist with the automation of invoice creation and validate the automated outputs against the accounting records.

• Register and manage HMG as a vendor across various payment platforms, including Tipalti, Bill.com, Lumanu, SAP Ariba, and brand-specific systems.

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

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

• Submit invoices following the specific processes required by each client.

• Develop and maintain cash flow forecasts.

• Assist with 1099 preparation and year-end filing tasks.

• Maintain documentation for handoff to the CPA.

• Contribute to HMG's migration from QuickBooks Online to Xero.

• Safeguard confidential financial, payroll, personal, banking, tax, contract, and compensation information.

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

• Report any suspected phishing, payment fraud, or business email compromises.

• Oversee finance workstreams across various campaigns.

• Provide general finance and executive assistant support to the CEO.

• Identify and propose process improvements.

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

⛳️ Requirements

• A minimum of 3 years of bookkeeping or finance operations experience.

• Proficiency in Xero is essential.

• Familiarity with QuickBooks Online.

• Excellent English communication skills, both spoken and written.

• 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 accuracy in reconciliation tasks.

• Comfortable working independently and proactively addressing issues.

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

• Experience aiding in a QuickBooks Online to Xero migration is a plus.

• Familiarity with Ramp, PayPal, Gusto, or HubSpot is advantageous.

• Background in a US-based professional services setting is beneficial.

• Knowledge of US 1099 contractor payment processes is a plus.

• Familiarity with AI automation tools such as n8n or Zapier is a plus.

• Previous experience supporting a US-based executive across different time zones is desirable.

🏝️ Benefits

• Secure legal employment through RecruitGo's Employer of Record services.

• Work remotely from the Philippines.

• Enjoy flexible breaks throughout the workday.

• Benefit from a supportive team environment.

• Experience an inclusive and diverse workplace.

• Receive competitive compensation packages and opportunities for real career growth.

• Fully supported hiring and onboarding process.