US Finance Operations Specialist at recruitgo.teamtailor.com – Quezon City | Jobyssey

About Us

RecruitGo is a leading Employer of Record (EOR) company specializing in bridging top talent in emerging markets with global clients. Our services enable businesses to hire, manage, and pay employees internationally with ease. We are committed to providing seamless and efficient solutions to our clients and fostering a dynamic and inclusive work environment for our team.

Position Overview

RecruitGo is seeking a US Finance Operations Specialist to handle bookkeeping, reconciliations, accounts receivable, invoicing, collections, and financial data management. The ideal candidate is detail-oriented, highly organized, and experienced in Xero and QuickBooks Online, with strong communication skills and the ability to manage multiple finance workstreams independently.

Responsibilities

Reconciliation

Reconcile bank feed against invoices; identify and resolve discrepancies
Reconcile PayPal activity against bank feed and invoice records
Review and clean up bills queued for payment in Ramp (AP platform)
Conduct monthly 401(k) reconciliation with Gusto (payroll provider)

CRM data integrity (HubSpot)

Maintain accurate finance and accounting data on every deal record, including date of service, date of invoicing, prepayment status, reimbursements, and payment status
Verify that contract value, HubSpot deal value, and invoice amount match on every deal; investigate and resolve any discrepancy before it reaches payout
Update deal records with expected payment dates and keep them current as timelines shift
Maintain a reliable single source of truth in HubSpot so any team member can answer where a deal stands financially without asking

Accounts receivable and collections

Track overdue invoices and drive follow-up to resolution
Escalate at-risk receivables early rather than at month-end
Maintain clear documentation of collections activity and client commitments on the deal record

Creator payment support

Respond promptly to creator inquiries about deal status, payment dates, invoicing, and payment history
Investigate and confirm the actual status before responding — never estimate or guess at a payment date
Handle delayed-payment conversations with care and professionalism; when a client payment is late, proactively obtain an update from the client, then communicate to the creator clearly and without overpromising
Escalate to the CEO when a payment delay is material or a creator relationship is at risk

Invoicing and automation

Support the buildout and maintenance of HMG's invoice creation automation workflow
Validate automated output against the books and troubleshoot breaks in the flow

Vendor onboarding and client payment platforms

Register and maintain HMG as a vendor across client and agency payment portals (Tipalti, , Lumanu, SAP Ariba, , and brand-specific AP systems)
Complete vendor onboarding requirements end to end: W-9s, ACH and banking authorization forms, insurance certificates, supplier questionnaires, and identity verification steps
Manage login credentials and platform access securely; maintain a central record of every platform HMG is registered on and the status of each
Monitor client portals for invoice status, approval holds, rejected submissions, and payment remittance
Submit invoices through the client's required system and format, following each client's specific process rather than a single default workflow
Complete recurring re-verification and annual vendor revalidation requirements before they lapse and delay payment
Track onboarding progress against campaign timelines so platform setup never becomes the reason an invoice is late

Reporting and compliance

Build and maintain cash flow forecasting
Support 1099 preparation and year-end filing
Maintain clean documentation for CPA handoff

Systems transition

Contribute to HMG's QuickBooks Online to Xero migration, including data validation and post-migration cleanup

Security and confidentiality

Handle confidential financial, payroll, and personal information with strict discretion, including HMG banking details, creator tax documentation and personal data, contract terms, and compensation information
Follow HMG's security protocols for credential management, including use of the company password manager and multi-factor authentication on all financial systems
Verify banking and payment detail changes through an approved secondary channel before processing; never act on payment instruction changes received by email alone
Recognize and escalate suspected phishing, payment fraud, or business email compromise attempts
Maintain a secure, private workspace; never access HMG financial systems on shared or public devices or networks
Adhere to HMG's data handling standards and confidentiality obligations under the employment agreement

General

Manage finance workstreams across multiple concurrent campaigns, ensuring nothing falls through the cracks
Provide general finance and executive assistant support to the CEO
Proactively identify and flag process improvements

Qualifications

Must-Have:

3+ years of bookkeeping or finance operations experience
Proficiency in Xero (required — we are migrating to Xero this year)
Proficiency in QuickBooks Online
Excellent spoken and written English; the role communicates directly with the CEO, US-based brand partners, and payment platform support teams
Demonstrated ability to manage multiple concurrent workstreams with strong follow-through
Experience with accounts receivable and collections, including persistent follow-up on overdue payments
Strong attention to detail and accuracy in reconciliation work
Comfortable working independently and surfacing issues early
Bachelor's degree in Accounting, Finance, or a related field

Nice-to-Have:

Experience supporting a QuickBooks Online to Xero migration
Experience with Ramp, PayPal, Gusto, or HubSpot
Background in a US-based professional services environment
Familiarity with US 1099 contractor payment processes
Familiarity with AI automation tooling such as n8n or Zapier
Prior experience supporting a US-based executive across time zones

Why RecruitGo?

RecruitGo seamlessly links world-class business partners with top-tier global talent in emerging markets. Secure legal employment through our Employer of Record services and embark on a journey to unparalleled professional opportunities.

Salary Range: To be confirmed
Work Setup: Work-from-home in the Philippines
Work Schedule: Starting at 7:00 AM or 7:30 AM CDT and wrapping up around 5:30 PM CDT. The role is expected to require approximately 8 hours of actual work per day, with flexibility to take additional breaks as needed throughout the day.
Diverse Challenges: Each day offers fresh opportunities and unique challenges that keep your work engaging and rewarding.
Team Collaboration: Join forces with a supportive team, where your insights and contributions are valued.
Inclusivity: Be part of an inclusive and diverse workplace that values your contributions. Work with the internal team to ensure timely delivery of services to clients and ensure that client expectations are met.

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