Finance Operations Specialist

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Finance Operations Specialist based in United States.

As a Finance Operations Specialist, you will play a central role in keeping financial operations accurate, organized, and running smoothly across multiple concurrent workstreams. You will manage bookkeeping, reconciliations, invoicing, accounts receivable, collections, and financial data integrity. The role combines hands-on finance operations with process improvement, systems management, and cross-functional coordination. You will work closely with leadership, clients, vendors, and payment platforms to ensure financial information is accurate and payments move efficiently. You will also contribute to automation initiatives and a transition between accounting platforms. This is a fully remote opportunity suited to a detail-oriented professional who thrives on ownership, independence, and proactive problem-solving.

Accountabilities:

• Perform bank, PayPal, payroll, and other financial reconciliations, identifying discrepancies and ensuring accurate records across accounting systems.
• Maintain accurate financial and accounting information in CRM records, including service dates, invoicing, prepayments, reimbursements, contract values, payment status, and expected payment dates.
• Manage accounts receivable and collections by tracking overdue invoices, following up persistently, escalating risks early, and documenting client commitments.
• Respond to creator and stakeholder inquiries regarding deal status, invoices, payment dates, and payment history by verifying financial information before communicating updates.
• Support invoicing automation initiatives, validate automated outputs against accounting records, and troubleshoot issues in financial workflows.
• Manage vendor onboarding and registration across client payment platforms, including required tax, banking, insurance, supplier, and verification documentation.
• Monitor client payment portals for invoice approvals, rejected submissions, payment holds, remittances, and revalidation requirements, ensuring submissions follow each client’s specific procedures.
• Build and maintain cash-flow forecasts, support 1099 preparation and year-end processes, and maintain organized documentation for external accounting and CPA handoffs.
• Contribute to the migration from QuickBooks Online to Xero through data validation, reconciliation, and post-migration cleanup.
• Handle confidential financial, payroll, tax, banking, contractual, and personal information in accordance with established security and confidentiality requirements.
• Follow secure credential-management and payment-verification practices, proactively identifying and escalating potential phishing, fraud, or business email compromise attempts.
• Manage multiple finance workstreams simultaneously, provide general finance and executive support to leadership, and proactively identify opportunities to improve processes and efficiency.

Requirements

• At least 3 years of experience in bookkeeping, finance operations, or a closely related accounting function.
• Hands-on proficiency with Xero, which is required, as well as QuickBooks Online.
• Bachelor’s degree in Accounting, Finance, or a related field.
• Strong experience with accounts receivable and collections, including persistent follow-up and resolution of overdue payments.
• Excellent attention to detail and accuracy, particularly when performing reconciliations and validating financial data.
• Excellent spoken and written English, with confidence communicating directly with executives, U.S.-based clients, and payment platform support teams.
• Strong organizational and time-management skills, with the ability to manage multiple concurrent workstreams and consistently follow tasks through to completion.
• Ability to work independently, take initiative, identify issues early, and escalate risks appropriately.
• Familiarity with tools such as Ramp, PayPal, Gusto, or HubSpot is an advantage.
• Experience supporting a QuickBooks Online-to-Xero migration, working in a U.S.-based professional services environment, or handling U.S. 1099 contractor processes is a plus.
• Familiarity with automation tools such as n8n or Zapier and experience supporting U.S.-based executives across time zones are also valued.

Benefits

• Salary: To be confirmed.
• Fully remote, work-from-home arrangement.
• Work schedule aligned with U.S. Central Time, generally starting at 7:00 AM or 7:30 AM CDT and ending around 5:30 PM CDT, with approximately 8 hours of actual work per day and flexibility for additional breaks.
• Exposure to diverse finance operations, international clients, payment platforms, accounting systems, and process automation initiatives.
• Opportunity to contribute to a QuickBooks Online-to-Xero migration and broader financial process improvements.
• Collaborative environment where ideas, initiative, and contributions are valued.
• Inclusive and diverse workplace with opportunities to support a range of clients and business needs.
• High level of ownership and autonomy in a fully remote finance role.