Billing Assistant

Billing Assistant

Remote

Full-Time | Must Overlap with U.S. Business Hours

We are a growing U.S.-based service organization focused on operational excellence, client satisfaction, and efficient financial processes. Our team operates in a fast-paced environment where accuracy, responsiveness, and organization are critical to success.

We are seeking a detail-oriented and highly organized Billing Assistant to support our accounting and operations teams with invoicing, payment tracking, account reconciliation, and administrative financial support. This role is ideal for someone who thrives in structured environments, enjoys working with numbers, and takes pride in maintaining clean and accurate records.

The ideal candidate is proactive, dependable, process-driven, and comfortable communicating professionally with both internal teams and external clients.

The Billing Assistant will play a key role in ensuring invoices are processed accurately and on time while supporting day-to-day financial operations. You will help maintain billing records, track outstanding payments, assist with collections follow-up, and ensure documentation is organized and up to date.

This is not just a data entry position. We are looking for someone who can think critically, spot inconsistencies, follow processes carefully, and help improve operational efficiency over time.

Billing & Invoicing

• Prepare, review, and issue invoices accurately and on schedule
• Verify billing details, pricing, and supporting documentation before submission
• Maintain organized records of invoices, contracts, purchase orders, and payment documentation
• Ensure invoices comply with internal standards and client requirements
• Process recurring billing and assist with special billing requests when needed

Accounts Receivable Support

• Monitor outstanding invoices and payment statuses
• Follow up professionally with clients regarding overdue invoices and payment confirmations
• Assist with collections communication while maintaining positive client relationships
• Apply payments and update accounting systems accurately
• Support reconciliation of customer accounts and resolve billing discrepancies

Administrative & Financial Coordination

• Assist accounting and operations teams with reporting and financial tracking
• Maintain spreadsheets and billing trackers with high accuracy
• Support month-end closing activities related to invoicing and receivables
• Help organize financial documents for audits, reporting, or leadership review
• Coordinate internally to ensure billing information is complete and accurate

Process Improvement

• Identify inefficiencies or recurring billing issues
• Help improve workflows, documentation, and billing accuracy
• Contribute to creating SOPs and process documentation where needed

Required

• 1–3+ years of experience in billing, invoicing, accounts receivable, accounting support, or administrative finance roles
• Strong attention to detail and high level of accuracy
• Excellent organizational and time management skills
• Strong written and verbal English communication skills
• Comfortable working with spreadsheets and financial data
• Ability to manage recurring tasks consistently without losing accuracy
• Ability to work independently and meet deadlines in a remote environment

Preferred

• Experience supporting U.S.-based companies or clients
• Experience with QuickBooks, Xero, NetSuite, or similar accounting software
• Familiarity with payment processing and reconciliation workflows
• Experience handling collections or client billing communication
• Experience in service-based, logistics, transportation, or operations-focused businesses
• Basic bookkeeping or accounting knowledge

Technical Requirements

• Reliable high-speed internet connection
• Quiet and professional remote workspace
• Backup power and internet solutions preferred
• Proficiency with:
  • Microsoft Excel or Google Sheets
  • QuickBooks or similar accounting platforms
  • Gmail / Outlook
  • Slack or Microsoft Teams

What Success Looks Like

• Invoices are sent accurately and on time
• Billing records remain clean and organized
• Outstanding payments are proactively tracked and followed up on
• Billing errors and discrepancies are minimized
• Internal teams can rely on accurate financial coordination and reporting
• Processes become more efficient over time

Ideal Candidate Traits

• Extremely detail-oriented
• Organized and process-driven
• Reliable and consistent
• Professional communicator
• Comfortable handling repetitive tasks with precision
• Proactive problem solver
• Able to work with urgency while maintaining accuracy