Payment Receipt Records Assistant

Hrstalentsolutions; Nanaimo; Remote; CAD 65,000 - 68,000; Full time

Job summary

Hrstalentsolutions is seeking a Payments Receipt Records Assistant for a remote, full-time role. The position handles payment receipt records after information is provided through approved channels, locating the corresponding customer account and attaching receipts to the correct records.

Responsibilities include verifying details, noting discrepancies, and coordinating with billing to resolve issues. The role emphasizes careful electronic filing and status tracking within the employer’s system.

Qualifications

• Office administration experience is useful for careful electronic filing and follow-up.
• Good customer service experience is useful when communicating status.

Responsibilities

• Locate related customer account, verify identifying details and file the receipt or confirmation.
• Note when a match cannot be made and route to billing for review.

Skills

Office administration

Customer service

Job description

Payment Receipt Records Assistant

Office Administration | Payment Receipt Records | Remote | Full-time
65,000–68,120 per year

Keep proof of payment connected to the right account

This remote administrative role handles payment receipt records after information has been supplied through an approved channel. You will locate the related customer account, check identifying details, file the receipt or confirmation in its assigned place, and note when a match cannot be made. You are not processing payments, deciding whether a charge is valid, or resolving an account balance on your own.

A payment message may quote a receipt number, an invoice number or only a date. Match it to the authorised account information before attaching the proof. If the amount or payer does not agree with the record, note the difference and ask the billing team to review it; the assistant should not allocate funds by guesswork. A receipt copy request also needs the correct recipient and document version. Your record should show which evidence arrived, whether a match was confirmed and who is handling an unresolved difference.

What arrives

An accounts colleague might provide a receipt with a customer reference. Another document may show a date and amount but omit the account identifier needed for confident filing. Read what the source actually says before selecting a record. Similar amounts can appear on different accounts, and a customer name alone may not settle the match. Put uncertain items into the employer’s review path instead of attaching them to the nearest account.

Once you find a supported match, save the document where the assigned team expects it. Check that the file opens from the customer record and that its name or reference makes sense. Record the status in the tracking system. If an updated document arrives later, follow the employer’s version instructions rather than quietly replacing the earlier file.

Responding to routine questions

You may receive an internal request asking whether a receipt is on file. Look at the record and answer precisely. “A confirmation was received and filed” does not necessarily establish that funds have cleared or that a disputed balance is resolved. Questions about those financial conclusions belong to the authorized accounts team. Keep the request and your reply attached to the correct record when the process requires it.

Good customer service experience is useful when communicating status without overpromising. Office administration experience is useful for careful electronic filing and follow-up. Neither is mandatory; this is a support role suitable for someone beginning in records work. The hiring company can train you on its filing structure, document categories, and escalation steps. You should already be able to compare names, dates, and references attentively.

An online payment confirmation can be supplied by a customer even when the accounts team has not yet verified it. The filing step should preserve that distinction. Note the source of the document and its receipt status using the employer’s categories, and send questions about actual payment status to the responsible colleague. If the same customer has several invoices, identify which reference the document names. Do not attach one receipt to every open invoice merely because the account matches.

How the work is organized

Some items can be completed in one pass; others must remain pending while a colleague supplies a missing reference. Keep those two states clear. If the same confirmation arrives again, check the existing record before making a duplicate entry. A useful file history allows another team member to see what was received, where it was saved, and which question remains open.

This is remote computer-based work with private financial documents. A home office or similarly private workspace is appropriate for handling them. Specific scheduling and access requirements will be confirmed for the opening.