Remote Virtual Assistant, Operations & Billing Specialist

Summary

Join our team as an Accounts Receivables Specialist at Saltbox, a Logistics company specializing in e-Commerce businesses. We're seeking a skilled Virtual Assistant with experience in billing and operations management to manage invoices, track payments, and provide operational support.

Requirements

• Minimum 2 years of experience as a Virtual Assistant or similar role with a focus on billing and operations
• Familiarity with billing software (e.g., QuickBooks, FreshBooks) and project management tools (e.g., Asana, Trello)
• Strong understanding of billing cycles, invoicing procedures, and payment processing
• Excellent organizational and multitasking abilities with attention to detail
• Strong written and verbal communication skills
• Proficiency with Microsoft Office Suite (Excel, Word) and Google Workspace

Responsibilities

• Prepare and manage invoices for clients and vendors accurately and timely
• Track outstanding invoices and ensure timely follow-up on overdue accounts
• Reconcile payments and maintain accurate financial records in collaboration with the finance team
• Process client payments, refunds, and billing adjustments as required
• Provide administrative support to the operations team, including calendar management, scheduling, and coordination of meetings
• Assist with document management, creating reports, and maintaining operations records
• Monitor workflow, identify areas for improvement, and support the implementation of process enhancements
• Maintain organized digital files and documentation to ensure easy retrieval of records
• Serve as the point of contact for billing inquiries, addressing client questions professionally
• Communicate billing updates and status reports to both clients and internal stakeholders
• Manage client accounts, resolve billing discrepancies, and assist with client onboarding as necessary
• Support projects related to billing system improvements, report generation, and process optimization
• Track project milestones, deliverables, and deadlines, ensuring tasks are completed within the timeline