Executive Virtual Assistant (w/ Billing) - Hybrid

Prime System Solutions · Quezon City

⏰ Shift Schedule & Work Setup:

Eastern Timezone (Night Shift in PH)
Hybrid Setup (3x Office, 2x WFH weekly) | Office Location: (GreatWork Studio) ABDC Building, Sct. Rallos, cor Sct. Tuason St, Diliman, Quezon City, Metro Manila

🏢 Job Summary:

We are looking for a highly organized and detail-oriented Billing Coordinator & Executive Virtual Assistant to support both the company's billing operations and the day-to-day administrative needs of two co-owners.

This is a hybrid role with an approximately 50/50 split between billing coordination and executive/virtual assistant support. Our billing processes are largely automated through our billing and payment systems, so this role focuses on reviewing exceptions, keeping customer accounts accurate, following up on outstanding items, and making sure billing-related issues are resolved.

On the administrative side, you will help keep the owners organized by managing calendars and inboxes, preparing meeting materials, tracking action items, maintaining documents and coordinating follow-ups.

The workload will vary from week to week. Billing activity typically peaks at the beginning of each month, while owner support fills the remaining time.

🔑 Key Responsibilities:

A. Billing Coordination | ~50%

Customer Accounts & Billing Setup

Set up new customer accounts in the PSA/billing system when trials convert, including packages, billing terms, pricing, first-month proration and referring partner information.
Verify new account setups against approved quotes before the first invoice is issued.
Process approved add-ons, upgrades, downgrades and cancellations based on service tickets.

Invoicing & Payments

Review monthly and annual invoice runs before release and resolve or flag exceptions.
Monitor failed and declined payments through the online payment processor, contact customers, send secure payment-update links, retry payments and document outcomes.
Monitor upcoming annual renewals, send reminders and follow up on unsuccessful renewals.
Record check and ACH payments to ensure customer accounts and records remain current.

Collections & Customer Support

Follow up with customers regarding overdue balances using established scripts and collection timelines.
Respond to customer and partner billing questions through email, phone and tickets.
Escalate billing disputes, refund requests and other exceptions requiring owner approval.

Partner & Billing Reporting

Maintain accurate partner IDs on customer accounts to ensure commissions are properly assigned.
Prepare the monthly partner commission summary for owner review and approval.
Prepare a concise monthly billing report covering new customers, cancellations/non-renewals, recurring revenue and year-to-date figures.

B. Executive / Virtual Assistant Support | ~50%

Calendar & Inbox Management

Manage both co-owners' calendars, including internal, customer, partner and vendor meetings.
Schedule meetings, send invitations and meeting links, and coordinate scheduling changes.
Triage inboxes, identify priorities and draft routine responses for owner approval.

Meeting & Follow-Up Support

Attend internal meetings as a note-taker and document key decisions, action items and deadlines.
Maintain the shared weekly action list and follow up on outstanding items.
Prepare simple meeting agendas and gather relevant documents and information in advance.

Documents, Files & Trackers

Create, edit and format documents, spreadsheets and presentations using Microsoft 365.
Maintain organized SharePoint and shared-folder structures.
Maintain trackers for vendors, contracts and renewals, software subscriptions and licenses.

Sales, Marketing & Operations Support

Maintain accurate CRM information and conduct light research on companies, prospects, partners and events.
Support marketing activities such as scheduling approved social media posts and coordinating event and webinar logistics.
Coordinate with vendors and collect and organize invoices and receipts for bookkeeping purposes.
Document simple processes and checklists as you learn and improve them.

Working With Two Co-Owners

You will work with both co-owners using one shared priority list, reviewed and agreed upon during a short weekly check-in.

Billing deadlines take priority during the beginning of the month. When requests conflict, the shared priority list will determine what comes first. When priorities are unclear, you will be expected to communicate with both owners and clarify before proceeding.

Requirements

💡 Skills, Knowledge, and Expertise

3+ years of experience in billing, accounts receivable, bookkeeping support or a similar role, combined with experience supporting US-based executives or business owners as an Executive Assistant or Virtual Assistant.
Experience with billing, PSA or accounting platforms such as HaloPSA, ConnectWise, QuickBooks or similar systems.
Experience working with online payment processors.
Strong Microsoft 365 skills, particularly Outlook, Teams, Word, Excel and SharePoint.
Experience with GoHighLevel, HubSpot or another CRM is a plus.
Experience working in an IT, Managed Services Provider (MSP) or SaaS environment is a plus.
Excellent written and spoken English, with the confidence to communicate directly with US-based customers regarding their accounts.
Strong attention to detail and comfort working with numbers and financial information.
Highly organized, dependable and consistent with follow-through.
Able to manage competing priorities while knowing when to escalate an issue.
Professional, discreet and trustworthy when handling confidential customer, financial, employee and company information.
Willing and able to work full-time during US Central Time business hours, with core hours of 8:00 AM–5:00 PM CT.

Benefits

💻 Why You'll Love Working with Us:

Prime Office Location Convenient location with easy access to public transportation, dining, and nearby establishments.
Modern Workspace Enjoy a comfortable, well-equipped office with modern amenities.
Paid Leave Take time off to recharge, starting upon regularization.
HMO Benefits Comprehensive healthcare coverage as soon as you're regularized.
Government-Mandated Benefits All statutory benefits such as SSS, PhilHealth, and Pag-IBIG are fully provided.
Fun & Collaborative Culture Be part of a dynamic team that values creativity, innovation, and teamwork.

🚨 NOTE:

This is a full-time employment position and NOT an Independent Contractor arrangement. It comes with government-mandated contributions and benefits.

A background check is part of our hiring process and will be completed before moving to the job offer stage. We kindly ask applicants to have the necessary details ready in advance to keep things smooth and hassle-free.

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