Accounts Receivable and Admin Specialist

Acquire Intelligence; Quezon City; On-site; PHP 391,000 - 614,000; Full time

Job summary

Acquire Intelligence in the Philippines seeks an Accounts Receivable & Admin Specialist to provide end-to-end administrative and ERP support for service and finance operations. You will manage work orders, maintain ERP records, support invoicing and AR processes, and coordinate with internal teams and clients to keep data complete and up to date.

The role requires at least 2 years of administrative or financial operations experience, familiarity with ERP systems, strong Excel and Outlook skills,

Qualifications

• At least 2 years of experience in administrative support or similar role.
• Experience in accounts receivable, invoicing, or billing is a plus.
• Experience with ERP or business management systems is highly preferred.
• Strong attention to detail and organized records.
• Strong coordination and communication with internal teams and clients.
• Proficient in Microsoft Office, especially Excel and Outlook.

Responsibilities

• Manage end-to-end lifecycle of work orders from request to invoicing.
• Maintain ERP records for work orders, projects, clients, POs, and service data.
• Monitor WIP and aged work orders and invoicing readiness.
• Review completed work orders for accuracy before invoicing.
• Support AR and invoicing processes ensuring accuracy and documentation.
• Coordinate with technicians, subcontractors, service managers, finance teams, and clients.
• Perform data cleansing and validation of ERP records.
• Raise and monitor POs for subcontractors and materials.
• Maintain records of timesheets, POs, work status, and dates.
• Prepare and monitor reports related to WIP, invoicing, and KPIs.
• Ensure client portal and documentation requirements are met.
• Identify and propose process improvements to increase efficiency.
• Escalate issues to stakeholders.

Skills

Attention to detail

Coordination & communication

Can-do attitude

Multitasking

Tools

ERP systems

Microsoft Excel

Outlook

Job description

Job Overview
We are looking for an Accounts Receivable & Admin Specialist to provide end-to-end administrative and systems support for service and finance operations. The role will be responsible for managing work orders, maintaining accurate ERP records, supporting invoicing and accounts receivable processes, coordinating with internal teams and clients, and ensuring that operational and financial data are complete, accurate, and up to date.

Key Responsibilities

• Manage the end-to-end lifecycle of work orders, from receiving and creating requests through scheduling, completion, and invoicing.

• Create, update, and maintain accurate work order, project, client, purchase order, and service-related information in the ERP system.

• Monitor work-in-progress (WIP), aged work orders, completed-but-not-invoiced transactions, and other outstanding items that may impact billing.

• Review completed work orders to ensure all labor, purchases, inventory, documentation, and client requirements are properly captured before invoicing.

• Support the Accounts Receivable and invoicing process by ensuring completed transactions are accurate, properly documented, approved, and invoice-ready.

• Coordinate with technicians, subcontractors, service managers, finance teams, and clients to resolve missing information, documentation, purchase orders, and approval requirements.

• Perform regular data cleansing and validation to maintain the accuracy and integrity of ERP records and client portals.

• Raise and monitor purchase orders for subcontractors and materials in accordance with established processes.

• Maintain accurate records of timesheets, client purchase orders, work status, expected completion dates, and other operational data.

• Prepare and monitor reports related to WIP, invoicing, work order status, and other operational KPIs.

• Ensure client portal and documentation requirements are consistently met.

• Identify recurring system or process issues and recommend improvements to increase efficiency and automation.

• Escalate operational, system, or documentation issues promptly to the appropriate stakeholders.

Qualifications

• At least 2 years of experience in administrative support, operations, finance operations, or a similar role.

• Experience in Accounts Receivable, invoicing support, billing, or finance-related processes is an advantage.

• Experience working with an ERP system or other business management systems is highly preferred.

• Strong attention to detail and ability to maintain accurate and organized records.

• Good understanding of data management, documentation, and process compliance.

• Strong coordination and communication skills, with the ability to work effectively with internal teams, clients, technicians, and external partners.

• Proficient in Microsoft Office applications, particularly Excel, Outlook, and other business productivity tools.

• Comfortable working with reports, spreadsheets, system records, and operational data.

• Willingness and ability to learn new ERP systems, processes, and workflows.

• Strong problem-solving skills and a proactive, can-do attitude.

• Able to work in a fast-paced and continuously evolving environment while managing multiple priorities.