Bookkeeping, Billing & Accounts Receivable Coordinator

About the Position

American Debate | Agape Consulting Group is a U.S.-based education organization that works with schools and school districts.

We are looking for a highly organized, dependable, and professional Bookkeeping, Billing & Accounts Receivable Coordinator to help manage our financial records and the administrative process related to school and district payments.

This is not simply a data-entry position.

You will be responsible for keeping our financial records organized, tracking Work Orders (WO), Purchase Orders (PO), invoices and payments, and communicating professionally with school principals, secretaries, purchasing departments, and accounts-payable departments.

We are looking for someone who takes ownership of tasks and follows through until they are completed.

Your Main Responsibilities

1. QuickBooks Online & Bookkeeping

You will:

Maintain our QuickBooks Online records
Categorize income and expenses
Record and match transactions
Reconcile bank accounts
Reconcile credit-card accounts
Maintain Accounts Receivable (A/R)
Maintain Accounts Payable (A/P)
Match payments to invoices
Identify missing, duplicate, or incorrect transactions
Keep financial records organized for our accountant/CPA
Prepare basic monthly reports, including P&L, Balance Sheet, and A/R Aging

2. Work Orders (WO) & Purchase Orders (PO)

You will maintain an Excel/Google Sheets master tracking system for our school and district work.

For each school, you will track information such as:

School/district
Principal/contact person
Contract or approved amount
WO number
PO number
Services completed
Invoice number
Invoice amount
Invoice submission date
Payment status
Amount received
Outstanding balance
Follow-up date
Notes/next action

If a WO, PO, or other required information is missing, you will identify the problem and contact the appropriate school representative to obtain it.

3. Invoicing & Accounts Receivable

You will:

Prepare accurate invoices
Verify WO/PO information before invoicing
Send or upload invoices
Maintain proof that invoices were submitted
Track outstanding invoices
Follow up on unpaid invoices
Investigate payment delays
Record payments received
Update QuickBooks and our tracking spreadsheet
Maintain an accurate list of money still owed to the company

We should always be able to ask you:

“Who owes us money, how much do they owe, and what is the next step?”

You should be able to answer accurately.

4. Professional Email Correspondence

A major part of this position involves communicating directly with U.S. schools.

You may need to email :

Principals
Assistant principals
School secretaries
District administrators
Purchasing departments
Accounts-payable departments

Examples include requesting a missing WO or PO number, confirming billing information, sending an invoice, requesting documentation, checking the status of an outstanding payment, or following up when someone has not responded.

Excellent written English and professional communication are extremely important.

What We're Looking For

You should have:

Professional bookkeeping experience
Strong QuickBooks Online experience
Experience with U.S. businesses preferred
Accounts Receivable experience
Accounts Payable experience
Invoice preparation experience
Bank and credit-card reconciliation experience
Strong Excel and/or Google Sheets skills
Excellent written English
Strong attention to detail
Excellent organizational skills
Confidence communicating professionally by email
Ability to work independently
Strong follow-through

QuickBooks Online ProAdvisor certification is preferred but not required.

Experience working with schools, government agencies, nonprofits, professional-service businesses, or organizations using Work Orders/Purchase Orders is a plus.

Hours

Approximately 20 hours per week to start.

This is intended to be a long-term position. Hours may increase depending on workload and performance.

Some availability during U.S. Eastern Time business hours will be necessary for communication with our team and schools.

HOW TO APPLY

Please read carefully. Applications that do not follow these instructions may not be considered.

Begin your application with the exact words:

“BETTER THINKERS, SPEAKERS & LEADERS”

Then answer the following.

TASK 1 — Professional Email

A principal has agreed to work with us, but we cannot submit an invoice because we have not received the school's Work Order or Purchase Order number.

Write the actual email you would send to the principal or school secretary requesting the missing information.

TASK 2 — Accounts Receivable

You review our spreadsheet and find:

School A: $8,000 invoice submitted 10 days ago — unpaid
School B: $12,000 invoice submitted 75 days ago — unpaid
School C: $10,000 invoice submitted 40 days ago — $6,000 received
School D: $5,000 of work completed — WO received — invoice has not been created
School E: $7,500 approved — PO number is still missing

Tell us what you would do for each school and which items you would address first.

TASK 3 — Spreadsheet Organization

Using the five schools above, tell us what columns you would create in an Excel or Google Sheets master tracker.

We are interested in seeing how you organize information.

TASK 4 — QuickBooks

Please answer:

How many years have you used QuickBooks Online?
Are you QuickBooks Online ProAdvisor certified?
Have you worked with U.S. businesses?
Have you reconciled bank accounts?
Have you reconciled credit cards?
Have you managed A/R?
Have you managed A/P?
Have you created and tracked invoices?
What QuickBooks reports are you comfortable preparing?
TASK 5 — Tell Us About Yourself

Please provide:

Your location in the Philippines
Years of bookkeeping experience
Most recent position
Reason you are leaving/left that position
Number of hours available each week
Your normal working hours in Philippine Time
Availability to overlap with U.S. Eastern Time
Your desired hourly rate in USD
Whether you currently work for other clients
Whether this would be your primary job

Finally, in 100 words or less, tell us why you believe you would be a good fit for this position.