AR & Billing Specialist

Overview

This fully remote role supports the finance team of a digital marketing and web development organization based in Upstate New York. The position is full-time and focuses on billing, accounts receivable, and maintaining accurate financial records across payment processing, reconciliations, reporting, and month-end close.

You will work closely with the CFO and accounting team, handling recurring, deadline-driven tasks and independently flagging issues early while continuously improving routine workflows.

Responsibilities

• Perform monthly credit card and bank statement reconciliations to support month-end close on schedule
• Process incoming payments (paper checks, Authorize.net e-checks, credit card) in QBO and make corresponding deposits
• Run recurring billing reports, distribute them to managers on schedule, and manage new customer billing, changes, and cancellations
• Set up and maintain Automated Recurring Billing (ARBs) and recurring transactions, including price updates
• Enter vendor and contractor bills in the QBO Vendor Center; collect and file W-9s
• Enter referral partner commissions for CFO processing
• File employee credit card receipts and enter charges in QBO
• Prepare monthly and quarterly reports, including:
  • Tourism billing report
  • Sales Tax Quarterly Gross Up Report
  • Ad spend reconciliation
• Enter end-of-month commission data and audit commission sheets
• Enter scorecard data and complete NYS Contract System audits as needed
• Audit domain names and Google accounts billed through the organization to confirm they are memorized and invoiced
• Support collections by sending statements and following up on past-due accounts in the QBO Collections Center
• Support year-end tax prep and audits
• Build and maintain Google Sheets tracking systems, and recommend automation for routine accounting tasks
• Document billing activity and client updates in the organization’s CRM
• Participate in regular check-ins with the finance team

Requirements

• 3+ years of hands-on QuickBooks Online experience, including:
  • Custom reports
  • Recurring and memorized transactions
  • Collections Center
  • ARBs
  • Vendor Center management
• Accounts receivable experience, including collections follow-up
• Proficiency in Google Sheets (including formula creation and data organization)
• Experience with bank and credit card reconciliations, AP, and bill entry
• Ability to manage recurring, deadline-driven work independently
• Strong attention to detail and a proactive approach to resolving discrepancies
• Authorization to work in the United States and residence in the United States

Preferred Qualifications

• Experience with QuickBooks Desktop and migration to QBO
• Experience with budgets, forecasts, and cash flow reporting
• Experience in an agency or multi-state environment

Compensation & Benefits

• Health, dental, and vision insurance
• Simple IRA with a 3% dollar-for-dollar company match
• Paid time off starting at 12 days per year, increasing with tenure up to 30 days for long-term team members
• Flex time available for life appointments and personal needs
• 9 paid holidays, with the option to swap for a cultural or religious holiday that matters to you

Location

• Fully remote (work from wherever you do your best thinking)
• Organization is based in Upstate New York
• Authorization to work in the United States and residence in the United States are required