Virtual AR & Collections Specialist

Role Summary
We are looking for a detail-oriented, English-fluent AR & Collections Specialist based in the Philippines to manage daily invoicing and accounts receivable for two active US-based product brands. You will work directly in QuickBooks Online (QBO), create and send invoices daily out of our ERP Cin7, monitor aging reports, and professionally follow up on past-due accounts via phone, email , and written communication. This is a client-facing role that requires confident, professional English communication with US-based customers and business accounts. This is a long-term, part-time remote role with room to grow.

Key Responsibilities
Daily Invoicing

• Generate and send accurate customer invoices daily in QuickBooks Online/Cin7
• Ensure invoices reflect correct pricing, terms, quantities, and ship-to information
• Match invoices to purchase orders and sales orders as applicable
• Coordinate with operations or sales to confirm order details before invoicing
• Maintain organized digital invoice records

Accounts Receivable Management

• Monitor AR aging reports daily and flag overdue accounts proactively
• Apply customer payments accurately and in a timely manner in QuickBooks Online
• Reconcile customer accounts and resolve billing discrepancies
• Track open balances, credits, and unapplied payments across both brands
• Maintain up-to-date customer account notes and communication logs in QuickBooks / GHL

Collections & Past-Due Follow-Up

• Call on past-due accounts professionally and persistently, using a structured follow-up cadence
• Send collection email s and written notices for accounts at 30, 60, and 90+ days past due
• Negotiate payment arrangements when appropriate, within owner-approved parameters
• Escalate seriously delinquent accounts to ownership with full documentation
• Maintain a collections activity log with call notes, outcomes, and next follow-up dates

Reporting & Communication

• Provide weekly AR aging summary to ownership with status on all past-due accounts
• Flag any high-risk accounts or unusual payment patterns immediately
• Coordinate with the bookkeeper VA on month-end close and reconciliation as needed
• Communicate professionally with US-based customers via phone and email during business hours

Requirements

• 3+ years of accounts receivable and invoicing experience (required)
• QuickBooks Desktop proficiency — must be hands-on and comfortable with daily invoicing and AR workflows
• Exceptional written and spoken English — this role involves direct phone and email contact with US customers
• Proven experience making collection calls professionally and effectively
• Strong attention to detail — invoicing accuracy is non-negotiable
• Ability to work independently, prioritize daily tasks, and meet deadlines without micromanagement
• Comfortable working US Central Time business hours (at least partial overlap required)
• Reliable internet connection, quiet workspace, and clear phone/VoIP audio quality
• Experience supporting a US-based employer (preferred)

Nice to Have

• Experience with QBO and Cin7
• Familiarity with Amazon FBA/FBM remittances or Walmart Seller Center payouts or Synder reporting
• Background in product-based, manufacturing, wholesale, or distribution businesses
• Experience with multi-brand or multi-entity AR management
• QuickBooks Online certification or ProAdvisor status

What We Offer

• Stable, long-term part-time role with a growing US product brand
• Direct communication with ownership — no layers of management
• Clear processes and defined escalation paths so you can do your job confidently
• Flexible scheduling within US Central Time business hour overlap requirements
• Opportunity to grow hours and responsibilities over time

How to Apply
Please submit your resume along with a brief cover note (in English) describing your QuickBooks Online invoicing experience and your approach to collecting on past-due accounts. Please include any relevant examples of collection follow-up cadences or AR workflows you have managed. Applications without QBO experience and demonstrated collections experience will not be considered