Accounting Specialist
TypeFull-time job
LocationPhilippines
Posted1 hour ago
About the Role
We are seeking an experienced Accounting Specialist with 3+ years of experience to own the day-to-day books for our growing digital agency, from reconciliations and invoicing to payroll prep and month-end close.
You will work directly with our leadership team and outside CPA to keep QuickBooks Online accurate, get clients billed on time, and keep vendors and payroll running smoothly. The ideal candidate is detail-oriented, curious, and responsive, and capable of solving routine issues independently while knowing when to escalate a decision. This is a full-time position.
Responsibilities
Reconciliations & Month-End Close
Reconcile every bank and credit card account in QuickBooks Online weekly and at month-end
Complete weekly reconciliations every Monday so QBO balances match actual bank statements
Catch and flag discrepancies such as missing deposits, duplicates, or wrong amounts the same day
Trace unusual transactions back to the bank, invoice, or contract before posting; journal entries require leadership approval
Deliver a monthly P&L, balance sheet, and AR aging by the 10th, with every account reconciled and nothing left in Uncategorized or Ask My Accountant
Keep the books clean and ready for our CPA's quarterly review
Invoicing & Accounts Receivable
Own monthly invoicing for all recurring clients through Nickel, sent on the 1st of every month
Issue one-time project invoices as new contracts are signed
Track open invoices and send payment reminders on anything 15+ days past due
Apply payments to the correct invoices
Ensure every contract is billed on time and continually reduce past-due AR
Accounts Payable & Payroll Prep
Enter vendor bills, schedule payments, and keep vendor records current
Pay vendors on time with zero late fees or penalties
Collect contractor hours, rate changes, and new-hire details for each biweekly payroll cycle
Submit and confirm payroll inputs before every ADP deadline
Documentation & Communication
Build and maintain written SOPs for every recurring process, including reconciliations, invoicing, payroll prep, and bills
Use QBO bank rules, templates, and available tools to resolve routine issues independently
Respond to client, vendor, and team questions within one business day
Escalate only the items that need a decision, with the research already done
Qualifications
Required
3+ years of full-cycle bookkeeping for US small businesses
Daily, hands-on experience in QuickBooks Online, including bank feeds, bank rules, and reconciliations
Experience with invoicing, AR collections, and AP for a service business
Familiarity with US payroll inputs (W-2 and 1099 workers) and a provider like ADP or Gusto
Strong written English for client and vendor emails
Proven attention to detail and a habit of documenting your work
Preferred
Experience with Nickel or similar invoicing and payments platforms
Experience supporting a digital agency or professional services firm
Experience working alongside an outside CPA on quarterly reviews and year-end
QuickBooks Online ProAdvisor certification
Experience writing SOPs or process documentation
What Success Looks Like
Within your first 6 months:
Every bank and card account is reconciled weekly, and QuickBooks matches the bank statements every week
Recurring client invoices go out on the 1st every month, and past-due AR is followed up consistently
Payroll inputs are submitted before every ADP cycle, and vendors are paid on time with zero late fees
A clean month-end package (P&L, balance sheet, AR aging) is delivered by the 10th every month, ready for our CPA's quarterly review
Every recurring process is documented in an SOP, so less leadership time is spent in the books
Originally posted on Himalayas
We are seeking an experienced Accounting Specialist with 3+ years of experience to own the day-to-day books for our growing digital agency, from reconciliations and invoicing to payroll prep and month-end close.
You will work directly with our leadership team and outside CPA to keep QuickBooks Online accurate, get clients billed on time, and keep vendors and payroll running smoothly. The ideal candidate is detail-oriented, curious, and responsive, and capable of solving routine issues independently while knowing when to escalate a decision. This is a full-time position.
Responsibilities
Reconciliations & Month-End Close
Reconcile every bank and credit card account in QuickBooks Online weekly and at month-end
Complete weekly reconciliations every Monday so QBO balances match actual bank statements
Catch and flag discrepancies such as missing deposits, duplicates, or wrong amounts the same day
Trace unusual transactions back to the bank, invoice, or contract before posting; journal entries require leadership approval
Deliver a monthly P&L, balance sheet, and AR aging by the 10th, with every account reconciled and nothing left in Uncategorized or Ask My Accountant
Keep the books clean and ready for our CPA's quarterly review
Invoicing & Accounts Receivable
Own monthly invoicing for all recurring clients through Nickel, sent on the 1st of every month
Issue one-time project invoices as new contracts are signed
Track open invoices and send payment reminders on anything 15+ days past due
Apply payments to the correct invoices
Ensure every contract is billed on time and continually reduce past-due AR
Accounts Payable & Payroll Prep
Enter vendor bills, schedule payments, and keep vendor records current
Pay vendors on time with zero late fees or penalties
Collect contractor hours, rate changes, and new-hire details for each biweekly payroll cycle
Submit and confirm payroll inputs before every ADP deadline
Documentation & Communication
Build and maintain written SOPs for every recurring process, including reconciliations, invoicing, payroll prep, and bills
Use QBO bank rules, templates, and available tools to resolve routine issues independently
Respond to client, vendor, and team questions within one business day
Escalate only the items that need a decision, with the research already done
Qualifications
Required
3+ years of full-cycle bookkeeping for US small businesses
Daily, hands-on experience in QuickBooks Online, including bank feeds, bank rules, and reconciliations
Experience with invoicing, AR collections, and AP for a service business
Familiarity with US payroll inputs (W-2 and 1099 workers) and a provider like ADP or Gusto
Strong written English for client and vendor emails
Proven attention to detail and a habit of documenting your work
Preferred
Experience with Nickel or similar invoicing and payments platforms
Experience supporting a digital agency or professional services firm
Experience working alongside an outside CPA on quarterly reviews and year-end
QuickBooks Online ProAdvisor certification
Experience writing SOPs or process documentation
What Success Looks Like
Within your first 6 months:
Every bank and card account is reconciled weekly, and QuickBooks matches the bank statements every week
Recurring client invoices go out on the 1st every month, and past-due AR is followed up consistently
Payroll inputs are submitted before every ADP cycle, and vendors are paid on time with zero late fees
A clean month-end package (P&L, balance sheet, AR aging) is delivered by the 10th every month, ready for our CPA's quarterly review
Every recurring process is documented in an SOP, so less leadership time is spent in the books
Originally posted on Himalayas
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