Accounting Specialist (US Client Support)

About the Role

We are seeking a highly disciplined, elite Certified Public Accountant (CPA) based in the Philippines with a proven track record in US small business accounting to own the day-to-day back-office books for our growing digital agency.

In this role, you will manage everything from high-frequency reconciliations and service-business invoicing to regulatory payroll data preparation and month-end closes. You will work directly with our US leadership team and outside CPA to keep QuickBooks Online pristine.

The ideal candidate is an analytical, process-driven expert who understands the compliance logic behind US accounting workflows and knows how to resolve routine issues independently while maintaining absolute adherence to hard operational deadlines. This is a permanent, full-time remote position.

Responsibilities

Reconciliations & Month-End Close

• Weekly Deadlines: Reconcile every bank, credit card, and payment clearing account in QuickBooks Online weekly. Complete all weekly reconciliations every Monday so QBO matches real-time banking data perfectly.
• Anomaly Auditing: Instantly catch and flag discrepancies (missing deposits, duplicate entries, or payment processing timing mismatches). Trace unusual transactions back to contracts or bank feeds before posting; complex journal entries must be prepared with documentation for leadership approval.
• Close Execution: Deliver a clean month-end close package (P&L, Balance Sheet, and AR aging) by the 10th of every month. Ensure zero transactions are left in "Uncategorized Expenses" or "Ask My Accountant."
• CPA Readiness: Maintain a continuous audit trail to keep books pristine and ready for our outside US CPA's quarterly reviews and tax filings.

Invoicing & Accounts Receivable (AR)

• Agency Invoicing: Own monthly invoicing for all recurring agency clients through Nickel, ensuring all invoices are generated and distributed on the 1st of every month.
• Contract Lifecycle: Issue custom, one-time project invoices immediately as new client contracts are executed.
• Collections Monitoring: Track open invoices, systematically apply payments to the correct customer balances, and aggressively send structured payment reminders on accounts 15+ days past due to protect cash flow.

Accounts Payable (AP) & Payroll Compliance Prep

• Ledger Maintenance: Enter vendor bills, match receipts, schedule payments, and maintain master vendor file integrity.
• Payroll Data Packaging: Collect international and US domestic contractor hours, review virtual assistant timesheets, audit rate changes, and compile data fields into accurate payroll-ready spreadsheets.
• W-2 vs. 1099 Clerical Compliance: Audit worker inputs to ensure strict regulatory distinction between W-2 employees and 1099 independent contractors (including tracking visa restrictions and work-status requirements). Format and cross-reference onboarding paperwork (W-4, I-9 concepts, and W-8 BEN/BEN-E collection) so payroll data packages can be seamlessly uploaded or executed by a US-based reviewer via Gusto or ADP.

Documentation & Communication

• SOP Architecture: Build, continuously optimize, and maintain comprehensive written Standard Operating Procedures (SOPs) for every recurring back-office process.
• Asynchronous Communication: Maintain a professional, highly responsive communication standard with US team members and clients, responding to inquiries within one business day.

Qualifications

Required

• Active CPA License: Must be a Certified Public Accountant in the Philippines.
• US Accounting Expertise: 3+ years of direct, full-cycle bookkeeping history specifically for US-based small businesses.
• Software Stack: Elite, daily hands-on proficiency in QuickBooks Online (QBO), including bank feeds, advanced bank rules, clearing accounts, and multi-currency reconciliations.
• US Payroll/Tax Literacy: Deep conceptual understanding of US payroll structures, payroll tax cycles, and compliance differences between W-2 and 1099 classifications (including international W-8 BEN onboarding logic).
• Service Business Acumen: Direct experience managing high-volume AR collections, structured billing cycles, and AP workflows for professional services or agency business models.
• Communication: Flawless written and verbal English skills suitable for direct communication with US business executives and vendors.

Preferred

• Agency Background: Direct experience supporting a digital marketing agency, MarTech firm, or consultancy.
• Certifications: QuickBooks Online ProAdvisor certification.
• Tool Stack Familiarity: Experience using Gusto, ADP, Wise, or invoicing/payment platforms like Nickel.
• Process Documentation: A portfolio or proven track record of writing detailed technical accounting SOPs.

What Success Looks Like

Within your first 6 months:

• Zero Backlog: All QBO bank feeds and card profiles are cleared daily, and books match actual statements every single Monday.
• Flawless Close: Recurring client invoicing goes out flawlessly on the 1st of the month, and a clean, fully-reconciled month-end package is compiled and delivered to the US team by the 10th.
• Compliance Certainty: Payroll preparation files are compiled with 100% data integrity, properly categorizing international vs. US resources, leaving zero administrative friction for the US-based final payroll reviewer.
• Institutional Knowledge: Every recurring financial task is fully mapped into a clean, repeatable SOP document, significantly reducing the amount of time leadership needs to spend managing books.