Finance Operations Coordinator - Accounts Receivable

MATCHA.COM; Philippines; On-site; PHP 360,000 - 600,000; Full time

Job summary

MATCHA.COM seeks an Accounts Receivable Specialist to manage day-to-day customer receivables and collaborate with the Finance team to keep invoices, payments, deposits, and aging accurate.

The role emphasizes persistent follow-up, clear communication with customers, and vigilant identification of payment issues, supporting order-release readiness and month-end processes in a fast-paced remote environment.

Qualifications

• 2 to 5 years of experience in Accounts Receivable, Collections, Accounting, Finance Operations, or a similar role.
• Experience managing customer accounts and following up on outstanding payments.
• Strong understanding of invoicing, payment applications, reconciliations, and AR aging.
• Experience with wholesale, B2B, CPG, e-commerce, or other inventory-based businesses is a plus.
• Comfortable working with customer contracts, payment terms, and account documentation.
• Experience with QuickBooks or similar accounting/ERP systems.
• Excellent written and verbal communication skills.
• Extremely organized and detail-oriented.
• Comfortable following up persistently and professionally when payments are overdue.
• Able to work independently in a fast-paced, remote environment.

Responsibilities

• Manage day-to-day AR activities across wholesale, distributor, national account, and other customer accounts.
• Prepare, issue, and track customer invoices in accordance with agreed-upon pricing and payment terms.
• Monitor outstanding receivables and maintain accurate AR aging records.
• Reconcile customer payments, credits, deposits, and outstanding balances.
• Ensure payments are properly applied to the correct invoices, orders, or customer accounts.
• Maintain accurate records of customer account activity and payment history.
• Conduct consistent and timely follow-ups on outstanding invoices and overdue balances.
• Communicate professionally with customers regarding payment status, discrepancies, missing payments, and account questions.
• Maintain clear documentation of collection efforts, customer commitments, and expected payment dates.
• Escalate overdue or high-risk accounts promptly to the appropriate Finance/Sales team member.
• Support the enforcement of payment terms and payment holds when necessary.
• Track customer deposits and prepayments and ensure they are accurately recorded and applied.
• Monitor customer balances against open orders and contracted volumes where applicable.
• Coordinate with Sales, Operations, and Logistics to confirm that payment requirements are satisfied before customer orders are released.
• Flag situations where customer balances, deposits, or payment status may create financial or shipment risk.
• For NET terms, monitor account standing and flag negative payment trends before additional orders are released.
• Review customer billing information against approved pricing, payment terms, freight charges, surcharges, and other applicable conditions.
• Identify discrepancies between invoices, contracts, orders, and customer payments.
• Work with Sales and Finance to resolve billing discrepancies quickly and accurately.
• Maintain organized documentation supporting customer billing and payment requirements.
• Maintain AR aging and customer balance reports.
• Provide regular updates on overdue balances, expected collections, and accounts requiring escalation.
• Assist with month-end reconciliation and other finance reporting requirements.
• Keep customer financial records and supporting documentation organized and up to date.
• Help maintain and improve AR processes, trackers, and SOPs.
• Identify recurring billing or collection issues and recommend practical solutions.
• Help ensure AR information remains accurate and consistent across systems such as QuickBooks, Monday, HubSpot, and internal trackers.

Skills

Customer communication

Organized

Persistent follow-up

Issue spotting

Remote work

Tools

QuickBooks

Monday

HubSpot

Job description

The Accounts Receivable Specialist will support the day-to-day management of Matcha.com’s customer receivables.

This role will work closely with the Finance team to ensure invoices, customer payments, deposits, account balances, and payment terms are accurately tracked and followed up on. The ideal candidate is highly organized, persistent, comfortable communicating with customers, and able to spot potential payment issues before they become larger problems.

This is a hands-on role focused on keeping receivables accurate, current, and collectible, while supporting the broader Finance and Operations teams in ensuring customer orders and shipments are aligned with payment status.

Core Responsibilities

Accounts Receivable Management

• Manage day-to-day AR activities across wholesale, distributor, national account, and other customer accounts.
• Prepare, issue, and track customer invoices in accordance with agreed-upon pricing and payment terms.
• Monitor outstanding receivables and maintain accurate AR aging records.
• Reconcile customer payments, credits, deposits, and outstanding balances.
• Ensure payments are properly applied to the correct invoices, orders, or customer accounts.
• Maintain accurate records of customer account activity and payment history.

Collections & Customer Follow-Up

• Conduct consistent and timely follow-ups on outstanding invoices and overdue balances.
• Communicate professionally with customers regarding payment status, discrepancies, missing payments, and account questions.
• Maintain clear documentation of collection efforts, customer commitments, and expected payment dates.
• Escalate overdue or high-risk accounts promptly to the appropriate Finance/Sales team member.
• Support the enforcement of payment terms and payment holds when necessary.

Deposits, Orders & Shipment Readiness

• Track customer deposits and prepayments and ensure they are accurately recorded and applied.
• Monitor customer balances against open orders and contracted volumes where applicable.
• Coordinate with Sales, Operations, and Logistics to confirm that payment requirements are satisfied before customer orders are released.
• Flag situations where customer balances, deposits, or payment status may create financial or shipment risk.
• For customers on NET terms, monitor account standing and flag negative payment trends before additional orders are released.
• Review customer billing information against approved pricing, payment terms, freight charges, surcharges, and other applicable conditions.
• Identify discrepancies between invoices, contracts, orders, and customer payments.
• Work with Sales and Finance to resolve billing discrepancies quickly and accurately.
• Maintain organized documentation supporting customer billing and payment requirements.

Reporting & Administrative Support

• Maintain accurate AR aging and customer balance reports.
• Provide regular updates on overdue balances, expected collections, and accounts requiring escalation.
• Assist with month-end reconciliation and other finance reporting requirements.
• Keep customer financial records and supporting documentation organized and up to date.

Process Improvement

• Help maintain and improve AR processes, trackers, and SOPs.
• Identify recurring billing or collection issues and recommend practical solutions.
• Help ensure AR information remains accurate and consistent across systems such as QuickBooks, Monday, HubSpot, and internal trackers.

Qualifications & Experience

• 2 to 5 years of experience in Accounts Receivable, Collections, Accounting, Finance Operations, or a similar role.
• Experience managing customer accounts and following up on outstanding payments.
• Strong understanding of invoicing, payment applications, reconciliations, and AR aging.
• Experience working with wholesale, B2B, CPG, e-commerce, or other inventory-based businesses is a plus.
• Comfortable working with customer contracts, payment terms, and account documentation.
• Experience with QuickBooks or similar accounting/ERP systems.
• Excellent written and verbal communication skills.
• Extremely organized and detail-oriented.
• Comfortable following up persistently and professionally when payments are overdue.
• Able to work independently in a fast-paced, remote environment.

Success Metrics: What “Good” Looks Like

• AR records are accurate, current, and properly reconciled.
• Invoices are issued accurately and on time.
• Outstanding balances are consistently followed up on.
• Customer payments are collected according to agreed-upon terms.
• Payment or billing issues are identified and escalated early.
• Deposits and payments are correctly matched to customer orders/accounts.
• Finance, Sales, and Operations have clear visibility into customer payment status.
• Fewer payment-related surprises, shipment holds, and unresolved customer balances.