Business Operations Administrator

Complete Development (CoDev); Metro Manila; On-site; PHP 360,000 - 600,000; Full time

Job summary

Complete Development (CoDev) seeks an experienced Business Operations Administrator – Finance & Accounting to manage day-to-day bookkeeping, accounts payable/receivable, invoicing, payroll processing, financial reporting, and account reconciliations with QuickBooks Online.

The role requires independent work, accuracy, and timely financial transactions, enabling leadership to focus on growth and strategic initiatives.

Qualifications

• At least 2 years of hands-on bookkeeping experience.

Responsibilities

• Bookkeeping and financial management using QuickBooks Online.
• Manage accounts payable and accounts receivable and ensure timely payments.
• Prepare and generate customer invoices, including software licensing and professional services.
• Process payroll using Netchex and ensure accuracy of time records.
• Prepare financial reports (P&L, balance sheets) and assist with month-end closings.
• Assist with tax filings and maintain compliant financial records.

Skills

Bookkeeping

QuickBooks Online

Accounts Payable/Receivable

Invoicing

Payroll processing

Financial reporting

Account reconciliations

Tools

Harvest

Netchex

Job description

We are seeking an experienced and highly detail-oriented Business Operations Administrator – Finance & Accounting to manage the day-to-day financial and accounting operations.

The ideal candidate will have extensive hands-on experience in bookkeeping, accounts payable, accounts receivable, invoicing, payroll processing, financial reporting, and account reconciliations, with strong proficiency in QuickBooks Online.

This position requires someone who can take ownership of routine financial processes, work independently with minimal supervision, and ensure accuracy and timely completion of financial transactions and reporting.

The successful candidate will work closely with Broadleaf's executive leadership, helping streamline financial operations and allowing leadership to focus more on customer engagement, business growth, and strategic initiatives.

Key Responsibilities

1. Bookkeeping and Financial Management

• Manage day-to-day bookkeeping activities using QuickBooks Online.

• Maintain accurate and up-to-date financial records, ensuring all transactions are properly recorded and categorized.

• Perform monthly reconciliations of bank accounts, credit cards, vendor statements, and other financial accounts.

• Support month-end closing activities and ensure monthly financial reporting is completed within the first 10 business days of each month.

• Prepare, review, and analyze financial reports, including Profit and Loss Statements and Balance Sheets.

• Identify discrepancies, investigate inaccuracies, and make necessary corrections to maintain accurate financial records.

• Maintain organized accounting documentation and identify opportunities to improve financial processes and workflows.

2. Accounts Payable and Accounts Receivable

• Manage accounts payable processes, including reviewing invoices, tracking payment obligations, and ensuring vendors are paid accurately and on time.

• Maintain vendor payment records and reconcile outstanding balances.

• Oversee accounts receivable activities, including customer invoicing, payment tracking, and account reconciliation.

• Respond to customer inquiries regarding invoices, statements, payments, and outstanding balances.

• Follow up on overdue accounts and investigate payment or remittance discrepancies.

• Ensure accurate and timely processing of financial transactions across multiple customers and vendors.

3. Customer Invoicing and Billing

• Prepare and generate customer invoices using Harvest and other applicable financial systems.

• Manage different invoicing models, including:

  • Software licensing: Recurring or annual invoicing for enterprise software licenses.

  • Professional services: Time-based invoicing for consulting, development, and other professional services.

• Coordinate with internal teams to ensure employee time entries are accurately recorded and submitted before invoice generation.

• Verify billing details, contractual terms, rates, and supporting records before issuing invoices.

• Monitor invoicing schedules and ensure customers are billed accurately and on time.

• Maintain accurate records of customer billing activities and resolve invoicing discrepancies.

4. Payroll Administration

• Prepare and process payroll twice monthly using Netchex.

• Review employee time records and other payroll-related information to ensure accuracy.

• Assist with payroll calculations, adjustments, and reconciliations.

• Respond to payroll-related inquiries and coordinate with management regarding discrepancies or necessary corrections.

• Maintain accurate payroll documentation and ensure the confidentiality of employee compensation and personal information.

5. Financial Reporting, Reconciliation, and Tax Support

• Assist with monthly financial reviews and reconciliations.

• Prepare and maintain financial reports to support management's review of business performance.

• Review Profit and Loss Statements and Balance Sheets, identifying inconsistencies or potential accounting errors.

• Support the preparation of information and documentation required for local, state, quarterly, and annual tax filings.

• Coordinate with executive leadership on more complex tax-related matters and filings.

• Apply sound accounting principles and maintain accurate financial records in accordance with applicable company practices.

6. Process Improvement and General Operations Support

• Maintain and update financial and administrative procedures, including existing operations documentation and process guides.

• Identify opportunities to streamline bookkeeping, payroll, invoicing, and reconciliation workflows.

• Work independently to manage recurring financial responsibilities while escalating complex issues when necessary.

• Support additional back-office administrative activities as business needs evolve, subject to training and role alignment.

• Maintain strict confidentiality and security when handling employee, vendor, customer, and company financial information.

Required Qualifications

• At least 2 years of hands-on bookkeeping experience, preferably with broader experience managing financial and accounting operations.

• Strong proficiency in QuickBooks Online, including bookkeeping, reconciliations, financial reporting, and identifying accounting discrepancies.

• Practical experience in accounts payable, accounts receivable, invoicing, and payroll processing.

• Solid understanding of the full accounting cycle and month-end closing procedures.

• Ability to interpret and work with financial statements, particularly Profit and Loss Statements and Balance Sheets.

• Strong attention to detail, accuracy, organizational skills, and financial recordkeeping.

• Ability to independently manage recurring financial responsibilities with minimal supervision.

• Strong problem-solving and analytical skills, particularly in investigating and correcting financial discrepancies.

• Excellent written and verbal English communication skills.

• Ability to manage multiple responsibilities, meet deadlines, and prioritize tasks effectively.

• Experience working remotely and collaborating with US-based teams.

• High level of integrity, discretion, and professionalism when handling confidential financial and employee information.

Preferred Qualifications

• QuickBooks Online certification or equivalent demonstrated expertise.

• Experience with US Generally Accepted Accounting Principles (US GAAP).

• Previous experience working for an accounting firm, particularly one providing consulting or outsourced accounting services.

• Accounting or bookkeeping experience in a software, SaaS, technology, or professional services company.

• Familiarity with both software licensing invoicing and time-based professional services billing.

• Experience supporting US-based businesses and working with US financial and accounting practices.

• Familiarity with Harvest for time tracking and invoicing.

• Familiarity with Netchex or similar US payroll and HR management platforms.

• Experience identifying process inefficiencies and improving financial administration workflows.