Virtual Assistant - Accounts Payable (A/P) Clerk

JOB OVERVIEW
Job Title: Virtual Assistant – Accounts Payable (A/P) Clerk

Company: MJC & Associates, Inc. dba Integrity Signers

Department: Billing / Accounting

Employment Type: Part-Time (20 Hours / Week)

Shift Schedule: Monday – Friday, 9:00 AM – 1:00 PM US Central Time (US CT)

(Equivalent PH Time: 10:00 PM – 2:00 AM PHT / Night Shift)

Salary Rate: $2.00 USD per hour (Paid semi-monthly / hourly equivalent)

Position Type: Long-Term / Remote

ABOUT INTEGRITY SIGNERS
Integrity Signers provides professional notary signing services for the real estate, title, escrow, and mortgage industries. We pride ourselves on accuracy, clear systems, and absolute integrity.

We are looking for a meticulous, highly organized, and numbers-focused Accounts Payable Virtual Assistant to manage our Independent Signing Agent (ISA) invoice reconciliations and A/P preparation. If you have an eye for details and love working with spreadsheets, error-checking, and clear financial reporting, we want to hear from you!

KEY RESPONSIBILITIES
Invoice Processing & Reconciliation

Monitor designated A/P email inboxes for incoming ISA invoices.

Review invoices against the Integrity Signers Master Activity Log for accuracy.

Verify order details: closing dates, completed assignments, approved/additional fees, cancellations, adjustments, and pay periods.

Maintain organized tracking for received vs. outstanding invoices.

Spot duplicate, missing, or inconsistent information immediately.

Missing & Overdue Invoice Follow-Up

ISAs must submit invoices by 9:00 AM US CT on the 1st and 16th of each month.

Review logs after each deadline to identify unpaid/unsubmitted agent invoices.

Send approved reminder templates no later than the end of deadline day and track until resolved.

Use professional assertiveness to request overdue invoices while maintaining courteous relationships.

Discrepancy Reporting

Identify and verify any invoice mismatches against the Master Activity Log.

Promptly notify the Billing Coordinator with full details (ISA Name, Order #, Invoiced Amount vs. Log Amount, and notes).

Track unresolved items without authorizing payments independently.

Pay Period Completion Reports

Prepare and submit detailed Pay Period Completion Reports by the 8th and 23rd of each month.

Report on reconciled/outstanding invoices, sent reminders, active/escalated discrepancies, and potential payroll delays.

JOB REQUIREMENTS
Technical / Hard Skills:
Software: Strong working knowledge of Microsoft Excel, Microsoft Outlook, and Office 365 environment.

Financial Data Entry: Proven experience in invoice reconciliation, bookkeeping, or accounts payable workflows.

English Proficiency: High-level written and verbal English communication skills.

Tech Setup: Dependable computer/laptop, reliable high-speed fiber internet, and a backup power/internet solution for shift stability.

Soft Skills / Personality Traits:
Attention to Detail: Extreme precision when comparing numbers, log entries, and invoice line items.

Accountability & Integrity: Strict adherence to SOPs, confidentiality, and rules regarding payment authorizations.

Self-Starter: Able to work independently, manage recurring tasks, and keep deadlines without constant oversight.

Assertive Communication: Comfortable sending direct, polite follow-ups for overdue data.

Preferred Experience:
Prior background in Accounts Payable, Bookkeeping, Real Estate, Title/Escrow, Mortgage, or Notary Signing Services.

WORK SCHEDULE & DEADLINE REQUIREMENTS
Hours: 20 hours per week (Part-Time).

Work Days: Monday through Friday.

Core Hours: 9:00 AM – 1:00 PM US Central Time (US CT).

Critical Cutoff Dates: Strict attendance and prompt reporting are required around the 1st, 8th, 16th, and 23rd of every month due to processing cutoffs.

HOW TO APPLY
To apply for this role, please reply directly through OnlineJobs.ph with the following details:

Subject Line / Opening Header: Start your message with the exact phrase "INTEGRITY AP VA" so we know you read the full post.

Resume: A direct link to your updated CV or OnlineJobs.ph profile link.

Relevant Experience: Write 2–3 sentences summarizing your experience with invoice reconciliation or Microsoft Excel data matching.

Shift Confirmation: Confirm that you are available to work Monday–Friday, 9:00 AM–1:00 PM US Central Time.