Accounting Specialist, US Client Support
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Job Description
Philippines CPA managing QuickBooks Online, invoicing, reconciliations, and payroll preparation. Supporting a growing digital agency’s US leadership team and outside CPA.
Responsibilities:
- Reconcile every bank, credit card, and payment clearing account in QuickBooks Online weekly
- Complete weekly reconciliations every Monday so QBO matches real-time banking data
- Identify and flag discrepancies, including missing deposits, duplicate entries, and payment-processing timing mismatches
- Trace unusual transactions to contracts or bank feeds before posting
- Prepare complex journal entries with documentation for leadership approval
- Deliver a month-end close package containing P&L, Balance Sheet, and AR aging by the 10th of each month
- Eliminate transactions from Uncategorized Expenses and Ask My Accountant
- Maintain an audit trail for outside US CPA quarterly reviews and tax filings
- Own recurring agency-client invoicing through Nickel on the 1st of each month
- Issue one-time project invoices when client contracts are executed
- Track open invoices, apply payments to customer balances, and send reminders for accounts 15+ days past due
- Enter vendor bills, match receipts, schedule payments, and maintain the master vendor file
- Collect contractor hours, review virtual assistant timesheets, audit rate changes, and compile payroll-ready spreadsheets
- Audit worker information for W-2 and 1099 classification compliance, including visa restrictions and work-status requirements
- Format and cross-reference W-4, I-9, and W-8 BEN/BEN-E onboarding paperwork for Gusto or ADP processing
- Build, optimize, and maintain written SOPs for recurring back-office processes
- Respond to US team members and clients within one business day
- Work directly with the US leadership team and outside CPA to maintain accurate QuickBooks Online records
Requirements:
- Must be a Certified Public Accountant (CPA) in the Philippines with an active CPA license
- 3+ years of direct, full-cycle bookkeeping experience for US-based small businesses
- Elite daily hands-on proficiency in QuickBooks Online, including bank feeds, advanced bank rules, clearing accounts, and multi-currency reconciliations
- Deep conceptual understanding of US payroll structures, payroll tax cycles, and W-2 versus 1099 classifications
- Understanding of international W-8 BEN onboarding logic
- Direct experience managing high-volume AR collections, structured billing cycles, and AP workflows for professional services or agency business models
- Flawless written and verbal English skills for communication with US executives and vendors
- QuickBooks Online ProAdvisor certification preferred
- Experience supporting a digital marketing agency, MarTech firm, or consultancy preferred
- Experience using Gusto, ADP, Wise, or Nickel preferred
- Portfolio or proven track record of writing detailed technical accounting SOPs preferred
Benefits:
- Permanent, full-time remote position
- Professional development through SOP architecture and process optimization
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