AR & Billing Specialist

Overview

The organization is hiring an AR & Billing Specialist to join the Finance team. This role owns billing, collections, accounts payable, creator payments, and cash visibility across more than 80 client accounts and around 100 invoices per month.

You will report to the SVP of Finance and work closely with the Finance Operations Manager, who sets collections strategy, along with account leads and an external bookkeeper.

This is a fully remote role supporting a team in the EST time zone (9 AM–5 PM EST).

Responsibilities

• Prepare and issue all client invoices each cycle, including recurring retainers, one-off projects, variable and performance fees, and hourly web-support work.
• Reconcile tracked hours and variable-fee calculations against contracts and scopes before invoices are sent.
• Keep the billing schedule current as clients start, change scope, pause, or offboard.
• Own collections execution end to end:
  • Manage the follow-up calendar
  • Track AR aging and days sales outstanding
  • Execute the collections strategy for each account
• Apply the approach set for each account (e.g., one consolidated reminder before the due date, a call with the client’s finance team, or escalation to the account lead) and recommend changes when approaches aren’t working.
• Participate in the daily cash flow check-in led by the Finance Operations Manager.
• Flag at-risk accounts early (e.g., slipping payment patterns, disputes, or unresponsive contacts) and recommend next actions.
• Prepare weekly cash and AR reports, including drafting the cash and collections section of the monthly report.
• Keep the weekly cash forecast current with expected receipts by client and by week.
• Run accounts payable in Ramp: enter vendor bills, verify against approvals and contracts, schedule payments, and maintain current vendor records.
• Pay creators, partners, and referral payouts in Ramp after approvals, and maintain current payee records.
• Record invoices and payments in QuickBooks alongside the external bookkeeper.
• Peer-check teammates’ work (e.g., reported MRR and client data) against billing records.
• Maintain and improve collections playbooks and billing processes.

Requirements

• 2–4 years of experience in accounts receivable, accounts payable, billing, or collections, ideally with US clients at an agency, professional services firm, or SaaS company.
• Hands-on experience with QuickBooks Online.
• Experience with Ramp or a similar AP tool is a plus.
• Strong skills in Google Sheets or Excel, including lookups, pivot tables, and reconciliations.
• High accuracy and a “right the first time” mindset for invoices.
• Confident communication with US client contacts via email and on calls; polite but firm.
• Good judgment on priorities and escalation timing.
• Initiative: raise problems with proposed fixes rather than waiting for instructions.
• Use of Claude or similar AI tools in day-to-day work, or a strong eagerness to.
• Fluent written and spoken English.

Preferred Qualifications

• Experience in finance operations for variable-fee or performance-fee billing structures.

Compensation & Benefits

• Unlimited PTO + local holidays (rebooting is part of the work; take the time needed to stay sharp).
• Flexible parental leave.

Location

• Fully remote role supporting a team in the EST time zone (9 AM–5 PM EST).
• Employees based in or near New York or Lisbon HQs are expected to work hybrid with weekly in-office time.
• Hub locations include Brazil and Spain.

Equal Opportunity Statement

The organization is an equal opportunity workplace, providing employment opportunities without regard to race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status, and considering qualified applicants regardless of criminal histories consistent with legal requirements.