AR and AP Specialist

Job Description This is a remote position. We are looking for an experienced remote AR/AP Accountant to fill the AR/AP Accountant seat at the corporate level for our client, Charlesgate, a U.S.-based multi-entity real estate holding company. This seat owns accounts receivable and accounts payable accuracy across three operating companies, with QuickBooks as the primary system of record and data flowing in from source systems and reports for reconciliation. This is a corporate accounting seat, not a property management operations role — the core accountabilities are AR/AP transaction accuracy, collections effectiveness, reconciliation integrity, and clean close support across multiple legal entities. This is a full-time, contractual, freelancer position for a trial period of 3 months while working at home. If you are a highly motivated and detail-oriented individual with experience and qualified based on the criteria below, we encourage you to apply. Upon successful completion of the evaluation period, the contractor's performance will be reviewed, potentially leading to a contract renewal that may include a benefits package. JOB DESCRIPTION AR/AP Transaction Accuracy & Processing Integrity Invoicing & Billing: Record and process accounts receivable (AR) invoices and accounts payable (AP) bills accurately across multiple business units and entities using QuickBooks. Payment Processing: Process approved bills for payment from the appropriate operating accounts. Data Management: Efficiently manage, enter, and process structured data files within established deadlines. Collections Effectiveness & DSO/DPO Management Aging & Outreach: Monitor AR aging reports regularly and conduct proactive follow-up outreach on past-due balances. Billing Adjustments: Review invoice terms, apply late charges according to contracts, and issue revised invoices or credit memos to resolve billing disputes. Escalations: Maintain detailed notes on outstanding balances and escalate complex or aged disputes to leadership when necessary. Reconciliation Accuracy & Cash Flow Visibility Reconciliations: Perform weekly reconciliations of AR and AP data by matching source system exports against QuickBooks. Cash Flow Support: Populate inputs for the weekly cash flow model and flag outstanding or unpaid items. Intercompany Billing & Prepaid Balance Integrity Intercompany Management: Identify, record, and match inter company charges between entities, ensuring balances are billed or cleared before the monthly close. Prepaid Expenses: Track and reconcile prepaid vendor balances monthly, maintaining an amortization schedule for timely monthly expense recognition. Month-End Close Completeness & Timeliness Close Preparation: Complete assigned closing checklist items on schedule, ensuring all AR/AP transactions, recurring charges, and inter-company items are current and correctly coded. Accruals & Reviews: Identify unbilled revenue, unrecorded payables, and potential uncollected balances for write-off review before closing the books. Account Verification: Confirm all AP-related bank/credit card activity and prepaid balance amortizations are fully matched and posted. Process Ownership, Documentation, & Team Communication Process Ownership: Serve as the primary process owner for the AR/AP operating rhythm, ensuring consistency and accountability across the monthly cycle. Documentation & Training: Document and maintain written Standard Operating Procedures (SOPs) and closing checklists to support the onboarding of future team members. Cross-Functional Communication: Act as the primary internal contact for AR/AP inquiries, communicate daily with the U.S.-based finance team, and identify process improvements for leadership. Ad-Hoc Duties: Assist with other miscellaneous finance tasks and vendor contract monitoring as assigned. Requirements EDUCATION AND EXPERIENCE Education: College or University graduate of Accounting or Finance. CPA preferred. Experience: 3+ years of dedicated, hands-on AR/AP corporate accounting experience, with proven success in managing active B2B collections. Skills: Expert-level reconciliation skills across multiple platforms and structured data sheets (Excel/CSV); ability to handle high transaction volumes with near-zero error rates. Experience issuing and adjusting invoices, applying payment terms, and managing AR aging Communication: Exceptional written and verbal English skills, specifically comfortable and professional with client-facing collections and dispute resolution. Schedule Alignment: Willingness and capability to work hours that overlap directly with US business hours TECHNICAL AND OTHER SKILLS (MUST-HAVES) Software: Demonstrated, high-level proficiency with QuickBooks (Online or Desktop) as a primary system of record. Advanced Excel Proficiency: Expertise in leveraging pivot tables, lookups, SUMIF functions, and macros for data management. Exceptional organizational skills and attention to detail High level of professionalism and discretion PC proficiency in Microsoft Office and Google Workspace. Highly organized and flexible Excellent verbal/written communication skills with the ability to communicate with all levels of personnel effectively Organized, independent, self-motivated, detail-oriented team player. Proactive and takes initiative without constant direction Strong knowledge of business English, spelling, and punctuation TOOLS AND SYSTEMS QuickBooks — system of record; primary working environment AppFolio, BoldTrail, and other source platforms — report and export sources for reconciliation only (read-only; you will not work inside these systems) Structured data files (Excel, CSV) — provided by the team for QuickBooks entry PREFERRED QUALIFICATIONS Experience documenting AR/AP processes and building or maintaining closing checklists Familiarity with property management or real estate platforms (e.g., AppFolio) as a report source — you will pull and interpret exports, not operate the system Prior experience supporting a U.S.-based company as part of a remote or outsourced accounting team Experience working across multiple legal entities or business units simultaneously REQUIREMENTS FOR REMOTE WORK Eligible to work as a remote freelancer legally based in the Philippines. Natural-born Filipino citizen or Foreigner with a working VISA or permit to work in the Philippines legally. Has own computer or laptop capable of handling the rigorous demands of work. Has a fast and reliable internet connection at home (at least 200-300 MBPS) Has a quiet and distraction free work environment at home. Willing to work in graveyard shifts or changing shift US schedules. HOURS OF WORK Work from home. Full-time freelancer, contractual position 4:00AM to 1:00PM EST (with 1 hour break), Mondays to Fridays 8 hours guaranteed shift per work day With 1 hour daily “lunch break” (unpaid) US Holidays off and unpaid PH Holidays are normal working hours / days during the evaluation period Any overtime needs to be pre-approved by the client Benefits COMPENSATION: $8 to $11 per hour GROSS rate depending on experience TAXATION: As per Philippine Bureau of Internal Revenue (BIR) regulations, professional fees for self-employed individuals are subject to a 5% or 10% Expanded Withholding Tax (EWT) . The final tax will be calculated based on the freelancer's submission of a valid Certificate of Registration (COR) as self-employed CONTRACT: This is a 3-month long freelancing trial contract (full-time) that can be done remotely at home with a computer and a fast and reliable internet connection. There are no benefits for Freelancers during the evaluation period. POSSIBLE RENEWAL: However, if the Client decides to renew the contract there may be certain benefits such as paid sick leaves, paid vacation leaves, HMO health insurance and 13th month pay. These are not guaranteed and everything will depend on performance and client discretion. REPORTING TO: Although you will be reporting directly to the designated manager from our client, you will also be reporting to and will be supervised by Big Ideas Social Media Inc, who is the consultant and service provider (Agency) of the US business. Big Ideas will be the ones to provide your compensation and other HR and administrative needs locally. LEGAL STATUS: You will be classified as “Self-Employed” when it concerns legality and taxation. You will not be considered an employee of our Client or Big Ideas Philippines but instead, you will be a self-employed freelance professional. SCREENING AND VETTING PROCESS: We use AI tools to assist our team with initial application reviews and resume screening. These tools are strictly supportive; human judgment is at the core of our process, and all final hiring decisions are made by people. For information regarding your data privacy, please contact us.