Accounting and Admin Specialist

Job Description This is a remote position. We are seeking a meticulous and highly organized Remote Accounting & Admin Specialist to manage the financial and operational data integrity for our US-based client. In this role, you will bridge the gap between back-office accounting and front-line service operations, ensuring that every transaction—from technician timesheets to complex project milestones—is recorded with precision. This is a vital position for a professional who thrives in high-volume environments and takes pride in maintaining a "clean" set of books that directly impacts company finance and records accuracy. Access and license to specific tools and software will be provided by the client. 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 Financial Record Keeping: Execute daily accounting tasks in QuickBooks, including recording credit card expenses, preparing journal entries, and assisting with P&L updates to ensure real-time financial visibility. Operational Data Management (ServiceTitan): Serve as the primary data administrator within ServiceTitan; collecting and entering job-related information including labor time, material receipts, and sales orders. Billing & Invoicing: Manage the full invoicing lifecycle for service work and estimated projects, ensuring accurate billing at specific milestones or upon project completion. Accounts Receivable Management: Proactively monitor the AR aging report, conducting professional follow-up communications with customers to secure timely payments and reporting status updates to management. Payroll Coordination: Act as the central point for payroll preparation by collecting, auditing, and organizing employee timesheets and hours for final processing. Data Integrity & Auditing: Conduct regular audits of data between ServiceTitan and QuickBooks to ensure synchronization and accuracy in job costing. Administrative Support: Assist in the preparation of monthly financial reports and provide general data entry support to streamline workflows between the field and the finance department. Other related tasks as assigned. Requirements EDUCATION AND EXPERIENCE Bachelor’s Degree in Accounting, Finance, or a closely related field. CPA Preferred. Accounting Experience: At least 3 years of proven experience as an Accountant or Bookkeeper. Administrative Proficiency: At least 2 years of experience in general administration or high-volume data entry roles. REQUIRED TECHNICAL AND OTHER SKILLS Technical Proficiency: Proficiency in QuickBooks (Online or Desktop) and advanced skills in Microsoft Excel (data manipulation, VLOOKUPs, etc.). Communication: Exceptional verbal and written English communication skills, particularly for professional collections and internal reporting. Problem-Solving Skills: Ability to think critically and solve problems independently and manage time effectively. Must be able to adapt, take on new responsibilities, and follow detailed processes. Can work with minimal supervision. Pro-active and has initiative. Exceptional organizational skills and attention to detail Has strong AI prompting skills using AI tools such as ChatGPT, Gemini, MS Copilot, or Claude. Ability to manage multiple priorities and meet deadlines under pressure High level of professionalism and discretion Organized, independent, self-motivated, detail-oriented team player. PREFERRED QUALIFICATIONS Industry Experience: Prior experience working within the Construction or Home Services industry is highly desirable. CPA Status: Certified Public Accountant (CPA) license is a plus Specialized Software: Hands-on experience with ServiceTitan is a significant advantage. Remote Work History: Proven track record of success in a work-from-home environment. Client Exposure: Experience servicing US-based clients or working within a US corporate structure. REQUIREMENTS FOR REMOTE WORK Eligible to work as a remote freelancer legally or as a contractor based in the Philippines. Filipino Citizen or Foreigner with a work VISA or permit based in the Philippines. 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 EST Mondays to Fridays 8:00am to 5:00 EST USA 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: $10 to $13 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.