Finance Operations Coordinator

PENBROTHERS; Makati; Remote; PHP 600,000 - 900,000; Full time

Benefits offered by this job

Remote work from home

Growth opportunities

Job summary

Penbrothers is seeking a detail-oriented Finance Operations Coordinator to manage day-to-day finance and administrative operations for a multi-entity healthcare organization. You’ll handle accounts payable, COIs, 1099s/W-2s, payroll backup, and data reporting across approximately 16 entities including surgery centers and management companies.

The role emphasizes vendor management, accuracy, and timely payments, with a remote work option and collaboration across entities.

Qualifications

• 3+ years of experience in AP, accounting support, or office management.
• Working knowledge of 1099 rules, COI requirements, and basic insurance terminology.
• Strong Excel and Google Sheets skills, including lookups and pivot tables.
• Experience with Bill.com or similar AP platform.
• Highly organized with ability to manage recurring deadlines.

Responsibilities

• Process vendor invoices across multiple entities with coding and routing.
• Prepare payment runs and maintain vendor records.
• Collect W-9s and onboarding docs; respond to vendor queries.
• Track rents and lease escalations.
• Track COIs for vendors/contractors/landlords and maintain insurance log.
• Support COI renewals with data gathering and renewals tracking.
• Reconcile 1099 and W-2 payments; assist with year-end filings.
• Payroll backup duties when needed; assist data reporting and SOP updates.

Skills

Accounts payable

Excel

Bill.com

Data reporting

Attention to detail

Multi-entity accounting

Gusto

Homebase

Education

Associate's or bachelor's degree in accounting/finance/business

Tools

Bill.com

Gusto

Homebase

Job description

About Penbrothers

Penbrothers is an HR & remote talent management partner and one of the fastest-growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes.

About the Client

Our client is a multi-state ambulatory surgery center specializing in pediatric and special needs dentistry under general anesthesia. Their mission is to provide safe, compassionate, and efficient surgical care while creating a supportive environment for patients, families, and staff. To ensure quality care and regulatory compliance, we are seeking a detail-oriented Credentialing Specialist to join their growing team.

About the Role

The Finance Operations Coordinator manages day-to-day finance and administrative operations for a multi-entity healthcare organization, including accounts payable, insurance and COI tracking, 1099 and W-2 reconciliation, payroll backup, and data reporting. Similar to a construction office manager, this role keeps vendors, insurance, payments, and records accurate and on schedule across approximately 16 entities, including surgery centers, management companies, and property entities.

What you’ll do

Accounts Payable:

• Process vendor invoices across multiple entities, including coding, approval routing, and entry in Bill.com.
• Prepare payment runs and keep vendor records current.
• Collect W-9s and vendor onboarding documentation.
• Answer vendor questions and resolve payment discrepancies.
• Track rent and lease escalations.

Insurance and Certificates of Insurance (COIs):

• Track COIs for vendors, contractors, and landlords; follow up on expired or missing certificates.
• Create and maintain an insurance policy log for all entities, including carriers, policy numbers, coverage, and renewal dates.
• Support renewals by tracking upcoming dates and gathering applications, exposure data, and loss runs.
• Respond to COI requests from landlords, lenders, and partners.

1099 and W-2 Reconciliation:

• Maintain accurate vendor 1099 status throughout the year.
• Reconcile 1099 vendor payments to AP records before year-end.
• Reconcile W-2 wages and withholdings to payroll registers and quarterly filings.
• Flag discrepancies to the Finance Operations Director (who prepares and files 1099s and W-2s).

Payroll Backup:

• Serve as backup for payroll processing when the US Payroll & Benefits Support Specialist is unavailable (does not hold primary payroll or benefits responsibilities).

Data, Reporting, and Administration:

• Extract and compile data from Bill.com, Gusto, Homebase, and bank portals.
• Build recurring reports and spreadsheets (cash tracking, AP aging, payroll summaries).
• Keep finance files, standard operating procedures (SOPs), and checklists organized and current.

Cross-Training with the Assistant Financial Controller:

• Learn provider scorecard preparation and doctor payment processing to serve as backup.
• Document both processes as SOPs.

What You Bring

Required Qualifications:

• 3+ years of experience in AP, accounting support, or office management (construction, healthcare, or multi-entity experience preferred).
• Working knowledge of 1099 rules, COI requirements, and basic insurance terminology.
• Strong Excel and Google Sheets skills, including lookups, pivot tables, and report formatting.
• Experience with Bill.com for AP, or a similar AP platform.
• Highly organized and detail-oriented, with the ability to manage recurring deadlines independently.

Preferred Qualifications:

• Experience with Gusto (payroll) and Homebase (scheduling and timekeeping).
• Multi-entity or job cost accounting experience.
• Associate's or bachelor's degree in accounting, finance, or business.

Our Hiring Process & AI Disclaimer

We use AI tools to streamline our application process—including an initial conversation with an AI Interviewer.All hiring decisions are made entirely by humans:our Talent Acquisition team guides your full candidate journey and makes all evaluation decisions.

You are welcome to use AI for CV refinement and research, but real-time AI assistance during interviews or skill assessments is strictly prohibited to ensure an authentic evaluation.

What You’ll Get

At Penbrothers, we are obsessed with creating positive employee experiences. Here you’ll find an environment that nurtures learning and provides opportunities for growth. You’ll have the opportunity to make an impact on fast-growing startups and dynamic companies.

• Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience.
• Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.
• Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home.
• Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.