[Hiring] Debtor Administrator @Virtual Staff 365

Role Description

This role involves managing debtor accounts, HubSpot data entry, and subscription updates while supporting the finance and administration team with accurate billing and customer communication.

• HubSpot Management
  • Create, update, and cancel customer subscriptions in HubSpot.
  • Track new installations and manage subscription pauses and credits.
  • Update payment terms or subscription details as required.
  • Ensure all cancellation tickets are processed and recorded accurately.
  • Maintain accurate and up-to-date debtor and subscription records.
• Debtor Administration & Collections
  • Conduct debtor follow-ups via phone and email, including simple collection calls.
  • Escalate complex collection matters to management.
  • Generate and update Accounts Receivable (AR) and ageing reports.
  • Monitor overdue accounts and assist in reconciliation processes.
• Cancellation & Query Management
  • Manage all cancellation requests and documentation.
  • Respond to client queries related to subscriptions or billing.
  • Provide updates and reports on active, paused, and cancelled subscriptions.
• Administrative & Communication Support
  • Draft and send debtor correspondence using approved templates.
  • Maintain communication logs and CRM records for all debtor interactions.
  • Assist management with ad hoc reporting, documentation, and administrative duties.
  • Contribute to improving internal documentation and process efficiency.

Qualifications

• 2–3 years’ experience in debtor management, accounts administration, or similar roles.
• Proficiency in HubSpot CRM (data entry, ticket management, and reporting).
• Intermediate skills in Microsoft Excel or Google Sheets for AR tracking.
• Strong written and verbal communication skills (Advanced English).
• Confidence in making outbound debtor or collection calls.
• Attention to detail and ability to work independently with minimal supervision.
• Experience using accounting software (e.g., Xero, MYOB, or QuickBooks) is an advantage.
• Organised, proactive, and able to manage repetitive administrative tasks efficiently.

Requirements

• Permanent work-from-home set-up
• Dayshift (Australian business hours)
• Full-time job

Benefits

• HMO
• Annual leave
• Adhoc Bonus