Accounting Specialist (US Client Support)

Overview

This role is a permanent, full-time remote position for a Certified Public Accountant (CPA) based in the Philippines. The accountant will own the day-to-day back-office books for a growing digital agency, working closely with the US leadership team and an outside US CPA.

Responsibilities

Reconciliations & Month-End Close

• Weekly reconciliations: Reconcile every bank, credit card, and payment clearing account in QuickBooks Online weekly, completing all weekly reconciliations every Monday.
• Anomaly auditing: Identify and flag discrepancies such as missing deposits, duplicate entries, or payment processing timing mismatches; trace unusual transactions back to contracts or bank feeds before posting.
• Complex journal entry support: Prepare complex journal entries with documentation for leadership approval.
• Month-end close execution: Deliver a clean month-end close package (P&L, Balance Sheet, and AR aging) by the 10th of every month.
• Accuracy controls: Ensure zero transactions remain in “Uncategorized Expenses” or “Ask My Accountant.”
• CPA readiness: Maintain a continuous audit trail so books are ready for quarterly reviews and tax filings by the outside US CPA.

Invoicing & Accounts Receivable (AR)

• Agency invoicing: Own monthly invoicing for all recurring clients through Nickel, ensuring invoices are generated and distributed on the 1st of every month.
• Contract lifecycle billing: Issue custom, one-time project invoices immediately as new client contracts are executed.
• Collections monitoring: Track open invoices, apply payments to the correct customer balances, and send structured payment reminders for accounts 15+ days past due to protect cash flow.

Accounts Payable (AP) & Payroll Compliance Prep

• Ledger maintenance: Enter vendor bills, match receipts, schedule payments, and maintain the master vendor file.
• Payroll data packaging: Collect international and US domestic contractor hours, review virtual assistant timesheets, audit rate changes, and compile payroll-ready spreadsheet data fields.
• W-2 vs. 1099 clerical compliance: Audit worker inputs to ensure correct regulatory distinction between W-2 employees and 1099 independent contractors, including tracking visa restrictions and work-status requirements.
• Onboarding documentation support: Format and cross-reference onboarding paperwork (W-4, I-9 concepts, and W-8 BEN/BEN-E collection) so payroll data packages can be seamlessly uploaded or executed by a US-based reviewer using Gusto or ADP.

Documentation & Communication

• SOP architecture: Build, continuously optimize, and maintain comprehensive written Standard Operating Procedures (SOPs) for every recurring back-office process.
• Asynchronous communication: Maintain a professional, highly responsive communication standard with US team members and clients, responding to inquiries within one business day.

Requirements

• Active CPA license: Must be a Certified Public Accountant in the Philippines.
• US accounting expertise: 3+ years of direct, full-cycle bookkeeping history for US-based small businesses.
• QuickBooks Online proficiency: Elite, daily hands-on proficiency in QuickBooks Online (QBO), including bank feeds, advanced bank rules, clearing accounts, and multi-currency reconciliations.
• US payroll/tax literacy: Deep conceptual understanding of US payroll structures, payroll tax cycles, and compliance differences between W-2 and 1099 classifications (including international W-8 BEN onboarding logic).
• Service business acumen: Direct experience managing high-volume AR collections, structured billing cycles, and AP workflows for professional services or agency business models.
• Communication: Flawless written and verbal English skills suitable for direct communication with US business executives and vendors.

Preferred Qualifications

• Agency background: Direct experience supporting a digital marketing agency, MarTech firm, or consultancy.
• Certifications: QuickBooks Online ProAdvisor certification.
• Tool stack familiarity: Experience using Gusto, ADP, Wise, or invoicing/payment platforms like Nickel.
• Process documentation: A portfolio or proven track record of writing detailed technical accounting SOPs.

Compensation & Benefits

• Permanent, full-time remote position. (Compensation not specified.)

Location

• Based in the Philippines.
• Remote position.