Key Facts

Remote From:

Anywhere

Full time

Mid-level (2-5 years)

English

Hard Skills

Other Skills

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Google Sheets
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Microsoft Office
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Microsoft Excel
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Professionalism
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Client Confidentiality
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Communication
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Adaptability
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Virtual Collaboration
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Time Management
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Teamwork
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Strong Work Ethic
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Self-Discipline
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Detail Oriented
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Self-Motivation
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Problem Solving

Roles & Responsibilities

At least 2 years of hands-on experience in billing, accounting, or financial administration, including full-time virtual work
Proficiency with invoicing, expense management, accounts payable/receivable, and handling confidential financial data
Familiarity with QuickBooks and Microsoft Excel or Google Sheets; payroll processing experience is a plus
Strong communication and client relationship skills; ability to manage multiple accounts and meet deadlines in a remote environment

Requirements:

Track billable and payable hours and prepare invoices and billing materials for clients
Collect, organize, and process expenses and expense reports; input payment history and upcoming payments
Identify and resolve billing discrepancies by collaborating with clients, vendors, and team members
Monitor payment deadlines, provide financial updates to clients, and maintain confidentiality of sensitive information

VaVa Virtual Assistants

About VaVa Virtual Assistants

VaVa Virtual Assistants is a full-service virtual assistance provider, serving clients of all sizes worldwide. Our team specializes in various administrative tasks and is equipped to take on any new task our clients require. We offer friendly and efficient assistance via telecommuting, at a fraction of the cost of employing administrative staff in your office. Using a Virtual Assistant is more cost effective because we provide our own office and equipment, there is no paying for employee benefits or payroll taxes, and there are no long-term commitments. Additionally, there is no paying for idle hands so our clients pay only for the hours we are actively working. With our efficiency and expertise, we are able to cut our clients' workdays in half.

Founded: 2018

Company size: 2 - 10

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Job description

VIRTUAL BILLING ASSISTANT - CONTRACT/REMOTE

VaVa Virtual Assistants is a remote company based out of Atlanta, Georgia. We help businesses thrive by connecting them with one of our virtual professionals for specialized support across various industries. While our team is remote, we enjoy getting to know one another through daily conversation, project collaboration, and all-company virtual gatherings.

We are looking for a skilled Billing Assistant who is capable of managing the account and client relationship. You will be responsible for running your support seamlessly and efficiently to ensure client satisfaction. To succeed in this role, you must be self-motivated, self-disciplined, and demonstrate a level of expertise that qualifies you to be a trusted advisor to our clients.

In addition to having the opportunity to work with our clients, you will be connected to the rest of our VaVa Team. This community is made up of kind, talented, and driven contractors who truly want to see one another succeed. You will be included in regular calls with clients and other contractors, and have the opportunity to reflect our company’s mission, vision, and values.

Please look closely at the requirements and qualifications listed below as these will lead to success in this role. We sincerely appreciate your interest in joining our team!

EXPECTATIONS

Represent VaVa Virtual Assistants in a Positive & Professional Manner

Demonstrate an exceptional work ethic and a positive attitude in all interactions
Ensure all communication reflects the company’s values and level of professionalism
Embrace VaVa values, standards, and contribute to a thriving company culture

Take Ownership of Client Satisfaction

Lead and manage client accounts and interactions
Understand and anticipate client needs while also communicating progress and updates
Address challenges and problem-solve without compromising quality of service
Demonstrate a commitment to excellence in high-quality work and attention to detail
Awareness of and adherence to engagement hours, and opportunities or needs to adjust hours for service.

Operational Responsibilities:

Provide high-quality administrative support to clients, and occasionally collaborate with fellow VaVa team members as an opportunity for growth and to increase the level of service
Effectively manage tasks, projects, and deadlines always to meet client expectations
Maintain open communication with the client, external stakeholders, and the VaVa team
Provide the utmost care with keeping sensitive and confidential information private and secure at all times

RESPONSIBILITIES

Tracking billable and payable hours regularly
Collecting, organizing, and fulfilling expenses and expense reports
Searching each financial statement for any payment inconsistencies or errors
Collaborating with clients or customers, vendors, and other team members to resolve billing errors
Creating invoices and billing materials to be sent directly to a customer or client
Inputting payment history, upcoming payment information, or other financial data into accounts
Finding financial solutions for clients or customers who may need payment assistance
Informing clients or customers of any missed or upcoming payment deadlines
Calculating and tracking various company financial statements
Other Billing tasks as requested

GENERAL QUALIFICATIONS

Must reside and be authorized to work in the United States
At least 2 years of the demonstrated experience outlined above
At least 2 years of experience working full-time in a virtual role
Familiarity with Quickbooks is a plus
Familiarity with processing payroll is a plus
Specific billing experience with nonprofit organization billing, legal billing, or medical billing is a plus
Available at least 20 hours per week to support high-tough (daily) clients and deliverable-focused clients

TECHNICAL QUALIFICATIONS

Knowledge of various relevant technologies (accounting or bookkeeping software, scheduling and project management programs, CRMs) to manage and make recommendations to Clients.
Experience with financial management; comfortable with managing last-minute changes.
Experience with high-volume number tracking and data management.
Proficiency in Microsoft Excel and/or Google Sheets.
Strong experience with technology needed for remote work such as: Calendly, Slack, Project Management Tools, Google Suite, and Microsoft Office.