Hybrid Night-Shift Accounting Operations Pro

Manatal; Mabalacat; Hybrid; PHP 391,000 - 580,000; Full time

Job summary

MicroSourcing is seeking an Accounting Operations Specialist to support day-to-day bookkeeping using QuickBooks Online, manage vendor bills, and maintain accurate customer and vendor records. You will also handle direct-ship orders, reconciliations, and monthly closings in a hybrid night-shift setup.

You will process vendor bills, investigate discrepancies, manage prepaid orders, issue purchase orders, and respond to routine inquiries from customers and vendors, while upholding data integrity

Qualifications

• At least 2 years of experience in bookkeeping or accounting administration.
• At least 1 year of hands-on experience using QuickBooks Online (QBO).
• Strong working knowledge of accounts payable, accounts receivable, vendor bills, vendor credits, customer invoices, payments, statements, and reconciliations.
• Proficiency in Microsoft Excel or Google Sheets.

Responsibilities

• Enter and review vendor bills in QuickBooks Online, verifying invoice details, payment terms, coding, quantities, pricing, freight, totals, and supporting documentation.
• Investigate duplicate invoices, billing discrepancies, and other exceptions, making authorized corrections and escalating unresolved issues.
• Review invoicing exceptions and manually process invoices when automated workflows require intervention, ensuring completed invoices are properly issued to customers.
• Manage prepaid orders by coordinating customer payments, monitoring payment status, and notifying the appropriate teams when orders are ready for release.
• Prepare and issue purchase orders for direct-ship orders and coordinate with vendors regarding order confirmation, product availability, shipping schedules, tracking information, backorders, and delays.
• Respond to routine accounting enquiries from customers, vendors, and internal stakeholders while maintaining accurate account documentation.
• Maintain customer records and supporting documents, including W-9s, credit card authorization forms, tax documents, and related account information.
• Maintain an organized exception tracker covering outstanding issues, responsible parties, next steps, follow-up dates, and required escalations.
• Reconcile vendor statements against QBO records and investigate missing bills, credits, duplicate charges, unrecorded payments, pricing differences, and balance discrepancies.
• Perform assigned QuickBooks Online reconciliations and research unusual, unmatched, or incorrectly recorded transactions.
• Monitor open direct-ship purchase orders and ensure each order has an updated status and documented next action.
• Update pricing in QBO as authorized and perform spot checks to verify the accuracy of changes.
• Prepare weekly reports summarizing vendor discrepancies, aging prepaid orders, outstanding direct-ship POs, missing documentation, and reconciliation issues.
• Review customer accounts monthly to confirm payments and credits are properly applied, prepare customer statements, and distribute them according to schedule.
• Complete assigned month-end reconciliations and properly document outstanding variances for accounting leadership.
• Review vendor and customer accounts to identify missing or outdated supporting documentation.
• As the role expands, support customer collections, including making collection calls, documenting payment commitments, and following up on overdue balances.
• Support weekly Accounts Payable processing by organizing bills and payments and preparing the payment queue for final approval.

Skills

Ownership

Accuracy

Analytical thinking

Organization

Communication

Integrity

Adaptability

Education

Accounting/Finance education

Tools

QuickBooks Online

Excel

Google Sheets

Job description

MicroSourcing is seeking an Accounting Operations Specialist to support day-to-day bookkeeping using QuickBooks Online, manage vendor bills, and maintain accurate customer and vendor records. You will also handle direct-ship orders, reconciliations, and monthly closings in a hybrid night-shift setup.

You will process vendor bills, investigate discrepancies, manage prepaid orders, issue purchase orders, and respond to routine inquiries from customers and vendors, while upholding data integrity