[Hiring] Accounting Assistant @Remote Raven

Role Description

We are looking for a detail-oriented and operationally sharp Accounting Assistant to support the billing and compliance functions of a fast-moving creative agency. This is an operational support role, not a financial reporting position. The primary function is translating Asana task requests into accurate QuickBooks Online billing actions — managing recurring invoices, onboarding and offboarding clients in QBO, and keeping billing records current and accurate on a same-day basis.

Financial statement preparation, month-end close, journal entries, and balance sheet reconciliation remain with the Controller. What this role owns is the daily billing workflow — and it owns it completely. The right candidate is highly accurate, fast to learn new systems and SOPs, and communicates proactively without needing to be prompted.

Key Responsibilities

• Daily Billing Operations — Primary Function
  • Monitor the Asana task queue throughout the day and convert billing requests into completed QBO actions on a same-day basis.
  • Review, update, and reconcile recurring invoices in QBO based on Asana task instructions.
  • Maintain foreign currency conversion rates for international client invoicing and ensure rates are current and accurately applied.
  • Communicate task completions, open items, and flags to the Controller via Slack in a proactive, organized manner.
  • Adhere to agency-specific billing SOPs with precision and consistency, asking questions early rather than assuming.
• QuickBooks Online — Recurring Invoice Management
  • Create and manage recurring invoice schedules for active clients.
  • Edit invoice amounts, billing dates, and service descriptions as directed.
  • Review scheduled invoices before they send and flag any discrepancies or missing information.
  • Ensure all invoice records reflect current client agreements, rates, and billing terms.
• Client Lifecycle Billing Management
  • Onboard new clients in QBO — set up customer records, billing schedules, and initial recurring invoices accurately and completely.
  • Offboard departing clients — deactivate recurring invoices, confirm final billing accuracy, and close records cleanly.
  • Update existing client billing details as changes occur — service adjustments, rate changes, and payment term updates.
  • Maintain organized and audit-ready client billing records across all active accounts.
• Tax Support
  • Prepare and submit sales tax returns to applicable state agencies on the required filing cadence.
  • Maintain a sales tax filing calendar to ensure no deadlines are missed.
  • Monitor multi-state tax nexus obligations and flag any new exposure or compliance questions to the Controller.
• Foreign Currency Tracking
  • Track and reconcile foreign currency transactions for international client accounts.
  • Maintain currency conversion logs and ensure accurate application of rates across invoices and records.
• Credentialing & Compliance
  • Maintain active compliance status across all applicable credentialing platforms.
  • Track credentialing renewal deadlines and proactively submit updated documentation before expiration.
  • Identify and escalate compliance gaps or portal discrepancies to the Controller immediately.
• Communication & Workflow
  • Communicate via Slack in an async-first, proactive manner — the Controller should always know where open items stand without having to ask.
  • Flag issues, questions, or potential errors early in the process rather than after the fact.
  • Maintain organized task tracking in Asana aligned with the agency's workflow standards.

Qualifications

• QuickBooks Online — Advanced
• Recurring invoice creation and management
• Client onboarding and offboarding in QBO
• Invoice editing, scheduling, and review
• Customer record and billing detail updates
• Foreign currency setup and rate maintenance
• Intermediate to advanced Excel proficiency
• VLOOKUP and XLOOKUP, pivot tables
• Spreadsheet-based reconciliation
• Currency conversion tracking and reporting
• Comfortable learning and adhering to agency-specific SOPs with minimal supervision
• Ability to prioritize across concurrent billing tasks and manage a same-day completion standard
• Rapid workflow learning and adaptation as processes evolve
• Async communication via Slack — clear, organized, and proactive

Key Personal Attributes

• Attention to detail — billing errors have direct client impact and are not acceptable.
• Discernment — knows when to act independently and when to escalate to the Controller.
• Fast learner — adopts new SOPs and workflows quickly and accurately.
• Proactive communicator — keeps the Controller informed without waiting to be prompted.

Preferred Qualifications

• Prior experience in a billing support, accounts receivable, or operational accounting role.
• Background supporting a digital marketing agency, media company, or service-based business.
• Familiarity with Asana for task management.
• Experience with multi-state sales tax compliance or foreign currency billing.
• Prior experience with credentialing platform compliance.

What Makes You a Great Fit

• Your Asana queue is cleared same-day — every task has been converted into a completed QBO action before you log off.
• Your recurring invoices are always accurate — you review before they send and catch discrepancies before they become client issues.
• The Controller never has to chase you for a status update — your Slack updates are proactive, organized, and clear.
• You flag a potential error before it becomes a problem, not after.
• You learn Envida's SOPs quickly and follow them consistently because you understand that consistency is the standard.

Job Type

• This is a full-time role.
• 100% Remote.
• Up to $8/hr.