We are seeking a highly organized, analytical, and proactive Billing, Payroll & Revenue Reconciliation Specialist to manage Trident BPO's monthly client invoicing, multi-regional payroll processing, and financial reconciliation. This role serves as the central financial hub—working closely with international managers to process payroll for agents across Jamaica, the Philippines, and Puerto Rico, while simultaneously ensuring all client billings and automated collections are 100% accurate.
The ideal candidate has a strong background in multi-country payroll coordination, loves resolving discrepancies, and is highly proficient with Excel and QuickBooks Online.
Responsibilities
- Multi-Regional Payroll Processing & Coordination
- Manage Regional Roster Updates: Track and compile active agent payroll data for teams across Jamaica (JA), the Philippines (PH), and Puerto Rico (PR).
- Coordinate with International Managers: Partner directly with regional Operating Managers—Kimberly and Santre in Jamaica, and Joyce and Rudd (Red) in the Philippines—to receive and process payroll files.
- Review Adjustments & Base Pay Notes: Download regional payroll spreadsheets 2 to 3 days before processing deadlines. Review detailed operational notes for any adjustments to normal base pay, including deductions, time off, and internal company expenses like birthday bonuses or power station assistance stipends.
- Track Team Status Changes: Monitor shifts in regional team sizes (e.g., tracking roster reductions in Puerto Rico down to a single agent) to ensure active payment files accurately match ongoing operations.
- Monthly Invoicing & Billing Operations
- Generate and Manage Invoices: Process monthly client invoices through QuickBooks Online (QBO) on the 1st of every month using a combination of payroll records and ATS data.
- Manage Automated Billing: Monitor, update, and manage QuickBooks recurring invoice templates. Proactively cancel recurring templates for terminated or cancelled clients to prevent over-billing.
- Calculate Prorated & Mid-Month Adjustments: Calculate prorated amounts manually in Excel for mid-month agent starts based on daily rates, or issue credit memos for early agent terminations.
- Process Client Bonuses & Shipping Costs: Review historical payroll notes to isolate and bill back client-approved expenses (such as booking bonuses or client-specific equipment shipping costs) while strictly filtering out internal Trident-covered expenses.
- Multi-System Auditing & Reconciliation
- System of Record Alignment: Perform monthly VLOOKUP cross-references and data reconciliation between our internal Applicant Tracking System (ATS), QuickBooks, and international payroll data.
- Resolve System Discrepancies: Identify and investigate anomalies (e.g., active agents on ATS who did not receive pay, or paid payroll agents missing from the ATS system) and email regional operations teams to flag fixes.
- Client Historical Audits: Look up previous client invoices to accurately map historical billing rates when data is missing from primary systems.
- Banking & Automated Collections (ACH)
- ACH Setup: Extract banking and ACH authorization data from newly signed employment contracts to manually register clients into our bank portal (A&B Bank).
- Collection Adjustments: Dynamically update or replace existing automated ACH collections in the bank portal to perfectly reflect mid-month roster additions or rate changes.
- Collections Management: Track invoice statuses (sent vs. viewed) and follow up on client collections according to standard timelines.
Requirements
- Experience: 3-5+ years of experience in corporate billing, regional/international payroll coordination, accounts receivable, or bookkeeping.
- Software Proficiency: * QuickBooks Online (QBO): Strong, practical experience navigating client directories, setting up recurring templates, and pulling dynamic invoice lists.
- Advanced Excel/Google Sheets: Complete mastery of data audit tools (specifically VLOOKUP, mathematical formulas for proration, and Pivot Tables).
- Analytical Skillset: Exceptional attention to detail with a proven track record of cross-referencing multiple separate databases (payroll logs vs. ATS rosters) to find financial variances.
- Communication: Fluent written English communication skills; comfortable initiating swift email correspondence with global operational teams and leadership (Clint) to correct administrative errors.
- Part Time availability, committed to a 20-hour workweek.
- Flexible to work in the US timezone
- Capable of maintaining a distraction-free work-from-home setup.
- Laptop or Desktop meeting the minimum specifications: 8GB RAM and i5 operating system.
- Reliable and high-speed internet connection with a minimum speed of 10 MBPS.
Benefits
- Monthly salary of $500
- 100% Remote Work: Embrace the flexibility of a work-from-home arrangement, allowing you to create a comfortable and efficient workspace in your own home.
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