Accounts Payable & Receivable Specialist

OptiNizer; Manila; Remote; PHP 300,000 - 520,000; Full time

Job summary

OptiNizer is seeking a Remote Accounts Payable & Receivable Specialist to manage billing, invoicing, payment tracking, and financial reporting for a freight and logistics business. The role emphasizes accuracy, high-volume transactions, and independent work with tools like QuickBooks Online, Bill.com, and Excel.

Responsibilities include preparing customer invoices, reconciling supplier bills, and generating weekly/ monthly billing reports while maintaining organized financial records.

Qualifications

• At least 3 years of combined accounts payable and accounts receivable experience.
• Hands-on experience using QuickBooks Online for invoicing and accounts receivable.
• Experience with Bill.com for supplier bill entry and approval workflows.
• Strong Excel skills, including lookups, pivot tables, and financial reporting.
• Experience preparing invoices, reconciling transactions, and tracking outstanding balances.
• Strong attention to detail and ability to meet recurring deadlines.
• Good written English communication skills.
• Ability to follow documented procedures and escalate unclear charges or discrepancies.
• Highly organized, dependable, and capable of working independently.

Responsibilities

• Prepare and issue customer invoices in QuickBooks Online with approved amounts and shipment details.
• Verify customer information, shipment references, charges, and supporting documents before invoicing.
• Track incoming payments, monitor overdue balances, and flag discrepancies.
• Prepare weekly accounts receivable and bank deposit summaries.
• Maintain accurate customer records and update sales commission reports where applicable.
• Collect and review supplier invoices and supporting documents.
• Enter supplier bills into Bill.com, checking for duplicates and invoices.
• Ensure bills are entered before weekly approval deadlines.
• Maintain supplier statements and provide updates when requested.
• Route bills for approval and follow payment procedures.
• Prepare shipment-level profit and loss reports using Excel.
• Prepare weekly statements of account and supporting billing reports.
• Reconcile invoices, shipment costs, pricing, and supporting docs before billing packages.
• Prepare monthly accounts payable and receivable reports.
• Monitor outstanding customer balances and follow up on confirmations.

Skills

Attention to detail

Independent worker

Written English communication

Tools

QuickBooks Online

Bill.com

Excel

Airtable

Google Sheets

Job description

Job Title: Remote Accounts Payable & Receivable Specialist

Job Type: Full-Time/Part-Time | Independent Contractor

About the Role:

A detail-oriented and reliable Accounts Payable & Receivable Specialist is needed to manage day-to-day billing, invoicing, payment tracking, and financial reporting for a growing freight and logistics business.

The role involves preparing customer invoices, recording supplier bills, reconciling financial information, and maintaining accurate accounts payable and receivable records. The ideal candidate has hands‑on experience with QuickBooks Online, Bill.com, and Excel, along with the ability to manage recurring deadlines and high-volume transactions with minimal supervision.

Experience in freight, logistics, or transportation billing is preferred, as the role involves shipment‑based invoicing, supporting documents, and industry‑specific charges. Accuracy, organization, and knowing when to clarify discrepancies rather than make assumptions are essential.

Key Responsibilities:

Accounts Receivable & Customer Invoicing

• Prepare and issue customer invoices in QuickBooks Online using approved billing amounts and shipment details.
• Verify customer information, shipment references, charges, and supporting documents before invoicing.
• Track incoming payments, monitor overdue balances, and flag discrepancies.
• Prepare weekly accounts receivable and bank deposit summaries.
• Maintain accurate customer records and update sales commission reports when applicable.

Accounts Payable & Supplier Bills

• Collect and review supplier invoices and supporting documents.
• Enter supplier bills into Bill.com, checking for duplicate invoices and verifying amounts and due dates.
• Ensure bills are entered before weekly approval deadlines.
• Maintain supplier statements of account and provide updates when requested.
• Route bills for approval and follow established payment procedures.

Billing Reports & Financial Reconciliation

• Prepare shipment‑level profit and loss reports using Excel.
• Prepare weekly statements of account and supporting billing reports for customers.
• Reconcile invoices, shipment costs, pricing, and supporting documentation before submitting billing packages.
• Prepare monthly accounts payable and receivable reports.
• Monitor outstanding customer balances and follow up on payment confirmations as needed.

Data Management & Documentation

• Maintain organized and accurate financial records across QuickBooks Online, Bill.com, Excel, Google Sheets, and Airtable.
• Review shipment records and supporting documents to confirm that required information is complete.
• Prepare pricing sheets using approved rates and instructions.
• Follow established filing conventions and maintain proper documentation for all transactions.

Qualifications & Ideal Traits:

Must‑Have

• At least 3 years of combined accounts payable and accounts receivable experience.
• Hands‑on experience using QuickBooks Online for invoicing and accounts receivable.
• Experience with Bill.com for supplier bill entry and approval workflows.
• Strong Excel skills, including lookups, pivot tables, and financial reporting.
• Experience preparing invoices, reconciling transactions, and tracking outstanding balances.
• Strong attention to detail and ability to meet recurring deadlines.
• Good written English communication skills.
• Ability to follow documented procedures and elevate unclear charges, discrepancies, or approval questions rather than making assumptions.
• Highly organized, dependable, and capable of working independently.

Preferred

• Previous experience in freight forwarding, logistics, third‑party logistics (3PL), or transportation billing.
• Familiarity with shipment documentation, proof of delivery (POD), accessorial charges, lane pricing, and warehouse markups.
• Experience with Airtable and Google Sheets.
• Experience preparing customer statements of account and managing recurring billing and collection cycles.

Working Environment:

• Fully remote position.
• Deadline‑driven role with recurring weekly and monthly deliverables.
• Requires accuracy when handling high‑volume invoices, supplier bills, and shipment‑related financial records.
• Works closely with internal team members to clarify billing details and resolve discrepancies.
• Requires sound judgment, clear communication, and consistent follow‑through.
• Payment approvals and payment scheduling remain the responsibility of authorized personnel; the specialist handles preparation, documentation, and reporting.