About the Role
We are seeking a highly organized, detail-oriented Billing (& Operations) analyst to -- among other, smaller administrative tasks -- process daily load sheets, enter operational data into MS Excel and create/send invoices to customers via QuickBooks Online (and, where applicable, charge [secured/encrypted] credit cards stored on-file). This role is essential to operational accuracy, cash flow, and customer satisfaction.
Daily Responsibilities
- Retrieve each truck driver's daily load sheets from a MS Outlook inbox
- Check-off the daily received sheet (which highlights any missing load sheets)
- Save & organize the files (load sheets, pictures, etc.) into the MS OneDrive folders
- Enter the data from the daily load sheets into our MS Excel Tracker docs
- Update the inventory stats in the MS Excel Trackers
- Update driver utilization stats in the MS Excel Trackers
- Use the Tracker data to create accurate invoices in QuickBooks Online
- Create/setup new customer accounts in QuickBooks Online, as needed
- Send invoices with standard phrasing (using the Canned Billing Phrases doc)
- Charge [secured, encrypted] credit cards to process a payment, where applicable
- Log issues/items where you need clarifications/answers in order to move forward
- Review the issues log for our internal teams clarifications/answers back to you
Weekly Responsibilities
- Comb through Trackers to look for any missing data or missed billings
- Close-out (green check) all inbox items (the LS@ inbox & the Billing@ inbox)
- Close-out any open issues in the issues log for closure
- Populate data into a few MS Excel reports to be reviewed by the internal team
Monthly Responsibilities
- Carefully review all load sheets and billing entries (again, looking for missed items)
- Organize OneDrive folders for upcoming weeks/months
- Comb-thru Trackers & inboxes (looking for any missed/open-items still outstanding)
Requirements
- Access to:
- Microsoft Outlook
- Microsoft OneDrive
- Microsoft Excel
- QuickBooks Online
- Strong Excel/Google Sheets capability
- Excellent written communication
- High attention to detail
- Reliable internet
- Ability to follow structured workflows independently
- Attention to detail
- Fast with the keyboard, mouse and toggling between screens
- Really quick/comfy with Excel (not formulas, though).
- Inserting new rows, copy/pasting, and data entry. Just not error-prone and clean/tidy.
- Really good at Outlook (email).
- Really good at copying/saving files, renaming them, and getting them into the right folders.
Preferred
- Strong/organized user of MS Outlook, OneDrive, Excel (other web-based tools, i.e., Google Sheets, etc., is a plus)
- Data entry & customer invoicing experience (a plus)
- Customer service mindset (a plus)
Benefits
- Salary: Php 22,000.00 / month
- Working Hours: Part-time, approx. 2-4 hours/day, Monday-Friday (15-20 hours a week)
