Collections & Cash Flow VA (AR Focus)

Role Description

This role exists to ensure one thing: cash flow moves on time, every time. You are responsible for making sure invoices are issued immediately, payments are followed up aggressively, and overdue balances do not sit unnoticed in the system. This is not a passive bookkeeping role. You will actively contact clients, push payment commitments forward, and maintain pressure until money is collected. If you are uncomfortable having direct payment conversations or avoid follow-ups when clients delay, this role will not fit you.

Core Responsibilities

• Collections Ownership (Primary Revenue Recovery Function)
  • Proactively contact clients regarding overdue and upcoming payments via email and phone
  • Drive payment conversations with clarity, confidence, and persistence until resolution is reached
  • Maintain structured follow-up cadence (no dropped or forgotten accounts)
  • Handle objections directly and push for clear payment timelines, not vague promises
  • Escalate only after multiple documented follow-ups have been completed
• Invoice Activation & Revenue Triggering
  • Coordinate directly with Project Managers to ensure invoices are triggered immediately upon project completion
  • Verify invoice accuracy before issuance to prevent payment delays or disputes
  • Ensure no completed project sits unbilled or delayed in invoicing
  • Track invoice lifecycle from issuance → follow-up → payment completion
• Cash Flow Tracking & Financial Visibility
  • Maintain an active cash flow calendar tracking expected incoming payments and due dates
  • Monitor outstanding balances daily and flag overdue accounts immediately
  • Provide leadership with clear visibility of expected vs actual cash flow
  • Track recurring company expenses (utilities, vendors, operational costs) to avoid missed payments
  • Ensure financial obligations are never overlooked or delayed
• Payment Enforcement & Follow-Up System
  • Build and maintain a structured collections follow-up system (not ad hoc reminders)
  • Re-engage non-responsive clients using escalating communication strategies
  • Identify risk accounts early and flag potential non-payment scenarios
  • Maintain full accountability for follow-up until resolution (payment received or escalation completed)
• Light Bookkeeping Support (Execution-Level Only)
  • Input financial data into QuickBooks Online (bills, expenses, invoices)
  • Assist in generating basic financial summaries when requested
  • Coordinate with CPA for reconciliation (you do not perform accounting finalization)
  • Ensure data accuracy to support financial reporting integrity

Qualifications

• Prior experience in collections, accounts receivable, or payment follow-up roles strongly preferred
• Must be comfortable initiating and controlling payment conversations with clients
• Strong written and verbal communication skills (clear, firm, professional tone)
• Ability to follow structured systems and maintain consistent follow-ups without reminders
• Basic bookkeeping knowledge required (QuickBooks Online experience preferred)
• High attention to detail—especially in tracking balances, due dates, and payment status
• Must be persistent: inability to follow up repeatedly until resolution is a failure condition
• If you avoid confrontation, hesitate to follow up, or let unpaid invoices sit without escalation, you will not succeed in this role.

Tools

• QuickBooks Online
• Questblue (phone system)
• CRM (internal system)
• Google Workspace (Sheets, Docs, Gmail)
• Email + phone communication systems

What We Actually Care About

• You treat unpaid invoices as active tasks, not background admin
• You follow up until resolution—not until convenience
• You maintain pressure on accounts without damaging professionalism
• You bring structure to cash flow visibility and financial tracking
• You ensure invoicing happens immediately after work completion
• You reduce days-sales-outstanding (DSO) consistently

What This Role Is NOT

• Not a passive bookkeeping or accounting assistant role
• Not a reconciliation-focused CPA role
• Not a “send one reminder and wait” collections role
• Not a financial reporting-only position
• Not a role for candidates uncomfortable with assertive client communication

Position Details

• Fully remote
• Full-time contractor role
• US-aligned working hours required for real-time communication
• High-volume operational environment tied to construction cash flow cycles
• Requires stable internet, phone access, and reliable communication setup

Application Instructions

To apply, answer this scenario: A client is 14 days overdue on a payment. They respond: “We’ll try to pay next week, things are tight right now.” Explain:

• Your exact response to the client
• Your follow-up schedule for the next 7 days
• When and how you escalate
• How you ensure this does not happen again with similar accounts

Benefits

• PTO
• HMO
• Fully Remote Work