Job Title: Billing & Invoicing Specialist (Full-Time VA) — Marketing Agency

About Us

We're a marketing agency working with high-ticket financial services clients. We run a team of salespeople (setters and closers) and marketing contractors, and we need someone meticulous to own our billing operations end-to-end.

What You'll Do
You'll be the person who makes sure money moves correctly in and out of the business. Specifically:

- Manage our billing system and own the full invoicing cycle for clients
- Calculate and process commission payouts for salespeople (setters, closers) based on deal data — accuracy is non-negotiable here
- Process payments and reimbursements for marketing contractors (UGC creators, media buyers, freelancers)
- Reconcile invoices against payments received and flag discrepancies
- Maintain organized records of every transaction — who got paid, how much, when, and why
- Chase down missing information from team leads when payouts are unclear
- Send payment confirmations and follow up on overdue client invoices
- Build and maintain a clean monthly close process so we always know where we stand
- Identify errors, overpayments, or missed billings before they become problems

Who You Are

2+ years of experience in billing, bookkeeping, accounts payable/receivable, or finance VA work

Obsessive about accuracy — you double-check your work and catch your own mistakes before anyone else does

Advanced Google Sheets skills — formulas, pivot tables, conditional formatting (we run everything in Sheets) Comfortable with numbers and reconciling multi-source data

Organized to a fault — if something falls through the cracks on your watch, you treat it as a serious problem

Proactive communicator — you raise issues early instead of waiting to be asked

Discreet and trustworthy — you'll see sensitive financial information daily

Strong English

Why This Role
You'll work directly with the founder and own a critical function. No layers of bureaucracy. If you're sharp, you'll have a long-term home here with raises tied to performance.

How to Apply
To filter out copy-paste applicants, please do the following:

- Start your message with the word "Reconciled" so I know you read this carefully.
- Record a Loom video (3–5 minutes) walking me through the billing, invoicing, or finance work you've done in previous roles.
-Show me actual examples on screen if possible — spreadsheets you've built, processes you've owned, problems you've solved.

Applications missing either of the above will not be reviewed.