Executive Virtual Assistant & Billing Coordinator (Hybrid)

Prime IT Inc; Quezon City; Hybrid; PHP 550,000 - 1,050,000; Full time

Benefits offered by this job

Prime Office Location

Modern Workspace

Paid Leave

HMO Benefits

Government-Mandated Benefits

Job summary

Prime IT Inc seeks a highly organized Billing Coordinator & Executive Virtual Assistant to support two co-owners. The role features a ~50/50 split between billing coordination and executive/virtual assistant tasks in a hybrid setup with an office at GreatWork Studio, Diliman, Quezon City, Metro Manila, and remote options.

The candidate will manage customer accounts, invoicing, collections, and reporting, while maintaining calendars, documents, and CRM data with high attention to detail for

Qualifications

• 3+ years of experience in billing, accounts receivable, bookkeeping support or a similar role.
• Experience supporting US-based executives or business owners as an Executive Assistant or Virtual Assistant.
• Proficiency with Microsoft 365 including Outlook, Teams, Word, Excel and SharePoint.

Responsibilities

• Set up new customer accounts in the PSA/billing system when trials convert, including packages, billing terms, pricing, first-month proration and referring partner information.
• Verify new account setups against approved quotes before the first invoice is issued.
• Process approved add-ons, upgrades, downgrades and cancellations based on service tickets.
• Review monthly and annual invoice runs before release and resolve or flag exceptions.
• Monitor failed and declined payments through the online payment processor, contact customers, send secure payment-update links, retry payments and document outcomes.
• Monitor upcoming annual renewals, send reminders and follow up on unsuccessful renewals.
• Record check and ACH payments to ensure customer accounts and records remain current.
• Follow up with customers regarding overdue balances using established scripts and collection timelines.
• Respond to customer and partner billing questions through email, phone and tickets.
• Escalate billing disputes, refund requests and other exceptions requiring owner approval.
• Maintain accurate partner IDs on customer accounts to ensure commissions are properly assigned.
• Prepare the monthly partner commission summary for owner review and approval.
• Prepare a concise monthly billing report covering new customers, cancellations/non-renewals, recurring revenue and year-to-date figures.
• Calendar & Inbox Management for two co-owners, scheduling meetings, triaging inboxes, drafting routine responses.

Skills

Billing & AR experience

EA/VA experience

English communication

MS 365 proficiency

Tools

HaloPSA

ConnectWise

QuickBooks

Outlook

Teams

Word

Excel

SharePoint

GoHighLevel

HubSpot

Job description

Prime IT Inc seeks a highly organized Billing Coordinator & Executive Virtual Assistant to support two co-owners. The role features a ~50/50 split between billing coordination and executive/virtual assistant tasks in a hybrid setup with an office at GreatWork Studio, Diliman, Quezon City, Metro Manila, and remote options.

The candidate will manage customer accounts, invoicing, collections, and reporting, while maintaining calendars, documents, and CRM data with high attention to detail for