Accounts Receivable Virtual Assistant

Zohorecruit; Polska; Hybrid; PLN 67,000 - 100,000; Full time

Job summary

Zohorecruit is hiring an Accounts Receivable Virtual Assistant to manage end-to-end invoicing and collections for multiple client accounts. The role prioritizes healthy cash flow, polite follow-ups, and professional client interactions from a remote setup.

Requirements include 2–3 years AR/collections experience, proficiency in Xero or QuickBooks Online, and strong English skills. A secure, quiet home office and reliable internet support performance.

Qualifications

• Exceptional English Proficiency: Clear, professional spoken and written English.
• Prior AR/Collections Experience: 2–3 years handling high-volume invoicing and debt collection.
• Software competency: Proficiency in Xero and/or QuickBooks Online.
• Data security compliance: Accepts privacy policies and secure data practices.

Responsibilities

• Debtor Ledger Management: Oversee and review ledgers across ~45 client accounts.
• Proactive Collection Calls: Conduct polite follow-ups to chase invoices.
• Email Correspondence: Send statements, reminders, and demand letters when needed.
• Meticulous Record-Keeping: Log notes and logs in CRM/accounting software after interactions.
• Payment Plan Negotiation: Set up and monitor structured plans for overdue accounts.
• Queries & Dispute Resolution: First contact for billing issues, escalate when needed.

Skills

English proficiency

AR/collections experience

Data security awareness

High-volume invoicing

Tools

Xero

QuickBooks Online

Job description

Job Title: Accounts Receivable Virtual Assistant

Position Type: Full-Time Work Arrangement: Remote

Role Overview:

The Accounts Receivable VA will manage the end-to-end invoicing and collection process for multiple client accounts. This role focuses on maintaining healthy cash flow, reducing debtors' days, and executing polite but persistent follow-ups with an authentic, professional demeanor.

Standard Must-Haves:

These are the non-negotiable baselines for ensuring quality service and data security:

Exceptional English Proficiency: Clear, professional, and confident spoken and written English, capable of navigating varied client personalities (specifically trade/civil construction dynamics).

Prior AR/Collections Experience: Minimum of 2–3 years of dedicated experience handling high-volume collections and invoicing.

Software Competency: Proficiency in Xero and/or QuickBooks Online.

Data Security Compliance: Agreement to strict privacy policies, secure data protection protocols, and utilization of platforms like Practice Protect or 1Password .

Infrastructure: A reliable high-speed internet connection, a quiet home office setup, and a high-functioning computer capable of running integrated VOIP software.

Preferences (The "Nice-to-Haves"):

These attributes will separate a standard applicant from a top-tier performer who seamlessly integrates into your workflow:

Industry Familiarity: Previous experience dealing with Australian trade businesses, subcontractors, or civil construction clients.

Tech Stack Adaptability: Experience with project management and job management software (e.g., SimPRO , Jobber , Tradify ) or reporting tools (e.g., Scoro ).

Proactive Problem Solver: Ability to look at an aging debtor ledger and independently strategize the prioritization of calls.

Job Description (Duties & Responsibilities):

Debtor Ledger Management: Oversee and review outstanding ledgers across approximately 45+ small business and trade clients.

Proactive Collection Calls: Conduct consistent, polite, and systematic follow-up phone calls to chase outstanding invoices.

Email Correspondence: Issue formal statements, payment reminders, and letters of demand when necessary.

Meticulous Record-Keeping: Log comprehensive notes, call logs, and customer feedback directly into the CRM/accounting software after every interaction to ensure full transparency.

Payment Plan Negotiation: Establish and monitor structured payment plans for long-overdue accounts within parameters pre-approved by the client.

Queries & Dispute Resolution: Act as the first point of contact for billing discrepancies, escalating complex accounting issues to the bookkeeping team while keeping the collection process moving.

To ensure this role drives tangible profitability and efficiency, progress should be measured against the following key metrics:

Reduction in Average Debtors' Days: Successfully bringing outstanding balances down toward target windows (e.g., shifting 62-day averages closer to a 14-to-30-day window).

Call and Touchpoint Volume: Maintaining an agreed-upon standard of daily/weekly outbound touchpoints across the client portfolio.

Data Accuracy: Ensuring 100% compliance with logging notes so that anyone reviewing a client account instantly knows the exact status of a collection.