Accounting Operations Specialist (Intermediate)

Manatal; Mabalacat; Hybrid; PHP 391,000 - 580,000; Full time

Job summary

MicroSourcing is seeking an Accounting Operations Specialist to support day-to-day bookkeeping using QuickBooks Online, manage vendor bills, and maintain accurate customer and vendor records. You will also handle direct-ship orders, reconciliations, and monthly closings in a hybrid night-shift setup.

You will process vendor bills, investigate discrepancies, manage prepaid orders, issue purchase orders, and respond to routine inquiries from customers and vendors, while upholding data integrity

Qualifications

• At least 2 years of experience in bookkeeping or accounting administration.
• At least 1 year of hands-on experience using QuickBooks Online (QBO).
• Strong working knowledge of accounts payable, accounts receivable, vendor bills, vendor credits, customer invoices, payments, statements, and reconciliations.
• Proficiency in Microsoft Excel or Google Sheets.

Responsibilities

• Enter and review vendor bills in QuickBooks Online, verifying invoice details, payment terms, coding, quantities, pricing, freight, totals, and supporting documentation.
• Investigate duplicate invoices, billing discrepancies, and other exceptions, making authorized corrections and escalating unresolved issues.
• Review invoicing exceptions and manually process invoices when automated workflows require intervention, ensuring completed invoices are properly issued to customers.
• Manage prepaid orders by coordinating customer payments, monitoring payment status, and notifying the appropriate teams when orders are ready for release.
• Prepare and issue purchase orders for direct-ship orders and coordinate with vendors regarding order confirmation, product availability, shipping schedules, tracking information, backorders, and delays.
• Respond to routine accounting enquiries from customers, vendors, and internal stakeholders while maintaining accurate account documentation.
• Maintain customer records and supporting documents, including W-9s, credit card authorization forms, tax documents, and related account information.
• Maintain an organized exception tracker covering outstanding issues, responsible parties, next steps, follow-up dates, and required escalations.
• Reconcile vendor statements against QBO records and investigate missing bills, credits, duplicate charges, unrecorded payments, pricing differences, and balance discrepancies.
• Perform assigned QuickBooks Online reconciliations and research unusual, unmatched, or incorrectly recorded transactions.
• Monitor open direct-ship purchase orders and ensure each order has an updated status and documented next action.
• Update pricing in QBO as authorized and perform spot checks to verify the accuracy of changes.
• Prepare weekly reports summarizing vendor discrepancies, aging prepaid orders, outstanding direct-ship POs, missing documentation, and reconciliation issues.
• Review customer accounts monthly to confirm payments and credits are properly applied, prepare customer statements, and distribute them according to schedule.
• Complete assigned month-end reconciliations and properly document outstanding variances for accounting leadership.
• Review vendor and customer accounts to identify missing or outdated supporting documentation.
• As the role expands, support customer collections, including making collection calls, documenting payment commitments, and following up on overdue balances.
• Support weekly Accounts Payable processing by organizing bills and payments and preparing the payment queue for final approval.

Skills

Ownership

Accuracy

Analytical thinking

Organization

Communication

Integrity

Adaptability

Education

Accounting/Finance education

Tools

QuickBooks Online

Excel

Google Sheets

Job description

Discover your 100% YOU with MicroSourcing!

Position: Accounting Operations Specialist

Work setup & shift: Hybrid, Night shift

Why join MicroSourcing?

You'll have:

• Competitive Rewards: Enjoy above-market compensation, healthcare coverage on Day 1, plus one or more dependents, paid time off with cash conversion, group life insurance, and performance bonuses.
• A Collaborative Spirit: Contribute to a positive and engaging work environment by participating in company-sponsored events and activities.
• Work-Life Harmony: Enjoy the balance between work and life that suits you with flexible work arrangements.
• Career Growth: Take advantage of opportunities for continuous learning and career advancement.
• Inclusive Teamwork: Be part of a team that celebrates diversity and fosters an inclusive culture.

Your Role:

As a Accounting Operations Specialist, you will support the company's day-to-day accounting operations using QuickBooks Online (QBO) while maintaining accurate customer and vendor records. You will also manage assigned accounting and direct-ship processes, ensuring exceptions are investigated and resolved promptly.

• Enter and review vendor bills in QuickBooks Online, verifying invoice details, payment terms, coding, quantities, pricing, freight, totals, and supporting documentation.
• Investigate duplicate invoices, billing discrepancies, and other exceptions, making authorized corrections and escalating unresolved issues when necessary.
• Review invoicing exceptions and manually process invoices when automated workflows require intervention, ensuring completed invoices are properly issued to customers.
• Manage prepaid orders by coordinating customer payments, monitoring payment status, and notifying the appropriate teams when orders are ready for release.
• Prepare and issue purchase orders for direct-ship orders and coordinate with vendors regarding order confirmation, product availability, shipping schedules, tracking information, backorders, and delays.
• Respond to routine accounting enquiries from customers, vendors, and internal stakeholders while maintaining accurate account documentation.
• Maintain customer records and supporting documents, including W-9s, credit card authorization forms, tax documents, and related account information.
• Maintain an organized exception tracker covering outstanding issues, responsible parties, next steps, follow-up dates, and required escalations.
• Reconcile vendor statements against QBO records and investigate missing bills, credits, duplicate charges, unrecorded payments, pricing differences, and balance discrepancies.
• Perform assigned QuickBooks Online reconciliations and research unusual, unmatched, or incorrectly recorded transactions.
• Monitor open direct-ship purchase orders and ensure each order has an updated status and documented next action.
• Update pricing in QBO as authorized and perform spot checks to verify the accuracy of changes.
• Prepare weekly reports summarizing vendor discrepancies, aging prepaid orders, outstanding direct-ship POs, missing documentation, and reconciliation issues.
• Review customer accounts monthly to confirm payments and credits are properly applied, prepare customer statements, and distribute them according to schedule.
• Complete assigned month-end reconciliations and properly document outstanding variances for accounting leadership.
• Review vendor and customer accounts to identify missing or outdated supporting documentation.
• As the role expands, support customer collections, including making collection calls, documenting payment commitments, and following up on overdue balances.
• Support weekly Accounts Payable processing by organizing bills and payments and preparing the payment queue for final approval.

What You Need:

Non-negotiables

• At least 2 years of experience in bookkeeping, accounting administration, Accounts Payable, Accounts Receivable, or a similar transactional accounting role.
• At least 1 year of recent, hands-on professional experience using QuickBooks Online (QBO).
• Strong working knowledge of Accounts Payable, Accounts Receivable, vendor bills, vendor credits, customer invoices, payments, statements, and account reconciliations.
• Ability to investigate financial discrepancies and identify the root cause rather than simply entering transactions.
• Proficiency in Microsoft Excel or Google Sheets, including sorting, filtering, basic formulas, and transaction analysis.
• Strong written and verbal English communication skills, with the ability to communicate professionally with U.S.-based customers, vendors, and internal teams.
• Ability to independently manage recurring daily, weekly, and monthly accounting activities while meeting deadlines.
• Strong attention to detail and a high level of accuracy when handling financial and customer information.

Preferred skills/expertise

• Experience supporting a U.S.-based company or U.S. customers.
• Background in a wholesale, distribution, e-commerce, inventory-based, or direct-ship business.
• Experience with customer collections and following up on overdue balances.
• Previous experience preparing weekly Accounts Payable payment queues.
• Accounting, Bookkeeping, Finance, or Business-related education.
• Experience working with accounting systems, inventory platforms, or other business management software.

What We're Looking For:

• Ownership: Takes responsibility for assigned tasks and follows issues through to resolution, proper handoff, or escalation.
• Accuracy: Maintains a high level of attention to detail across financial transactions and account records.
• Analytical Thinking: Can identify discrepancies, research the underlying issue, and determine the appropriate next step.
• Organization: Consistently manages recurring workflows and deadlines with minimal supervision.
• Communication: Proactively communicates with customers, vendors, and internal teams and asks questions when clarification is needed.
• Integrity: Handles financial and customer information with professionalism, discretion, and confidentiality.
• Adaptability: Comfortable learning new systems, processes, SOPs, and workflows in a fast-paced remote environment.

About MicroSourcing

With over 9,000 professionals across 13 delivery centers, MicroSourcing is the pioneer and largest offshore provider of managed services in the Philippines.

Our Commitment to 100% YOU

MicroSourcing firmly believes that our company's strength lies in our people's diversity and talent. We are proud to foster an inclusive culture that embraces individuals of all races, genders, ethnicities, abilities, and backgrounds. We provide space for everyone, embracing different perspectives, and making room for opportunities for each individual to thrive.

At MicroSourcing, equality is not merely a slogan—it's our commitment. Our way of life. Here, we don't just accept your unique authentic self—we celebrate it, valuing every individual's contribution to our collective success and growth. Join us in celebrating YOU and your 100%!

Terms & conditions apply.