Finance & Operations Coordinator — Remote (Day Shift)

Finance & Operations Coordinator — Remote (Day Shift)

TYPE OF WORK: Bookkeeping, Finance, Operations
HOURS PER WEEK: 40
JOB CATEGORY: Finance & Accounting
EMPLOYMENT TYPE: Full-Time
SALARY: $1,200–$1,400/month

JOB DESCRIPTION

We are a leading U.S.-based communications firm serving mission-driven organizations — schools, healthcare organizations, nonprofits, advocacy groups, campaigns, and civic institutions. We help our clients build visibility, public trust, and real momentum through strategy, creative, advertising, and outreach. We also manage our own portfolio of properties that generate recurring revenue and fund our operations.

We run a lean, AI-enabled operation and are growing fast. We need a sharp Finance & Operations Coordinator to own the money side end to end — someone who manages client invoicing, subcontractor payments, vendor costs, and keeps the books current. You'll work directly with the founder on cash management and directly with vendors and customers. This is the financial operations backbone of a growing firm and multi-property real estate business with recurring client contracts and active freelance talent. One big project: in December, you'll catch up eight months of backlogged bookkeeping during the quieter month.

Schedule: Three daytime Philippine options: 4AM–1PM PHT, 6AM–3PM PHT, or 7AM–4PM PHT. You'll have a twice-weekly check-in with the founder in PT (typically brief, structured, 15–20 minutes).

WHAT YOU WILL DO

Client Invoicing & Receivables

• Implement contract-to-cash: watch for fully executed contracts, draft the first invoice, and send it immediately
• Create and send recurring monthly invoices to clients
• Track what's paid, what's outstanding, and when to follow up
• Enforce payment terms (typically: invoice on delivery, payment due in 30 days)
• Keep AR aging clean and flag slow payers

Subcontractor Payments & Communication

• Review freelancer and vendor invoices for accuracy and rate verification
• Compile invoices into payment batches
• Log payment history and match to contracts
• Communicate with subcontractors about invoice status and timing
• Flag rate anomalies or scope creep
• Confirm a completed W-9 is on file before approving any first-time contractor invoice
• Track which vendors/subcontractors are approaching the $ ---------- reporting threshold and flag for year-end 1099 prep

Vendor Cost Management

• Build and maintain a directory of vendors (contractors, service providers, tool subscriptions)
• Document cost per item or rate per hour
• Run a quarterly rate audit: confirm we're getting competitive pricing
• Flag subscriptions that should be cancelled or renegotiated
• Present vendor cost trends in weekly and monthly reporting

Bookkeeping & Monthly Close

• Reconcile bank accounts, credit cards, and payments (AP/AR)
• Categorize transactions into the chart of accounts
• Handle month-end reconciliation and close
• Use QuickBooks Online as your system of record
• December project: catch up eight months of backlogged entries and reconciliation

Cash Flow & Reporting

• Analyze cash flow weekly: money in, money out, runway, timing mismatches
• Prepare a weekly cash flow summary for the founder
• Monthly: produce a financial package (cash position, receivables aging, vendor summary, budget variance)
• Track and forecast based on contract pipeline and known expenses

Compliance Calendar

• Maintain a calendar of key annual deadlines (business registration renewals, 1099 filings, insurance renewals, and other regulatory dates)
• Set reminders at 60, 30, 14, and 7 days out from each deadline
• Alert the founder as deadlines approach so decisions can be made on time

WHAT WE ARE LOOKING FOR

Experience:

• Accounting degree or equivalent background in accounting/bookkeeping
• 3+ years of hands-on accounting or bookkeeping experience
• Comfortable owning reconciliation and month-end close
• Experience with QuickBooks Online or similar accounting software

Core Skills:

• Exceptional written English (client-facing invoices and correspondence)
• Proficiency in Google Sheets, Notion, Slack, and Gmail
• Ability to organize and track dozens of small transactions and vendor relationships
• Strong attention to detail and accuracy with numbers

Mindset:

• Self-directed: you manage your own calendar, priorities, and handoff
• Proactive problem-finder: you flag issues before they become problems
• High integrity: you handle financial data and payments with absolute confidentiality and precision
• Collaborative: you're comfortable working with the founder and occasional freelancers

Nice-to-haves:

• Familiarity with contract-to-cash workflows
• Vendor rate negotiation experience

WHAT YOU WILL GAIN

• Clear ownership: You own financial operations end-to-end, not just data entry
• Strategic visibility: Weekly one-on-ones with the founder mean you see the bigger picture
• Fast learning curve: You'll touch invoicing, AR, AP, reconciliation, cash flow, and vendor management—not a siloed task
• Flexible schedule: Choose your preferred daytime PHT window; asynchronous by default
• Professional growth: You'll learn how a real business manages cash and vendor relationships
• Stability: Full-time role with consistent founder check-ins and clear priorities
• Remote-friendly: Structured touchpoints only, no meeting hell
• Impact: Your work directly affects cash flow and keeps operations running

HOW TO APPLY

1. Fill out the intake form at: ----------
2. Reply with:

• Your resume (or work history summary)
• A note about why you're interested in this role
• Your preferred schedule (which PHT window works best?)

We review applications as they come in and move quickly for strong fits.

TAGS / KEYWORDS

Bookkeeping, Finance Operations, Accounting, QuickBooks Online, Invoicing, Accounts Receivable, Accounts Payable, Reconciliation, Cash Flow Analysis, Vendor Management, Month-End Close, Contract Management, Financial Reporting, Remote Philippines, Day Shift, Full-Time, Operations Coordinator, Notion, Google Sheets, Freelancer Management, Small Business Finance