US Finance Operations Specialist

About Us

RecruitGo is a leading Employer of Record (EOR) company specializing in bridging top talent in emerging markets with global clients. Our services enable businesses to hire, manage, and pay employees internationally with ease. We are committed to providing seamless and efficient solutions to our clients and fostering a dynamic and inclusive work environment for our team.

Position Overview

RecruitGo is seeking a US Finance Operations Specialist to handle bookkeeping, reconciliations, accounts receivable, invoicing, collections, and financial data management. The ideal candidate is detail-oriented, highly organized, and experienced in Xero and QuickBooks Online, with strong communication skills and the ability to manage multiple finance workstreams independently.

Responsibilities

Reconciliation

• Reconcile bank feed against invoices; identify and resolve discrepancies

• Reconcile PayPal activity against bank feed and invoice records

• Review and clean up bills queued for payment in Ramp (AP platform)

• Conduct monthly 401(k) reconciliation with Gusto (payroll provider)

CRM data integrity (HubSpot)

• Maintain accurate finance and accounting data on every deal record, including date of service, date of invoicing, prepayment status, reimbursements, and payment status

• Verify that contract value, HubSpot deal value, and invoice amount match on every deal; investigate and resolve any discrepancy before it reaches payout

• Update deal records with expected payment dates and keep them current as timelines shift

• Maintain a reliable single source of truth in HubSpot so any team member can answer where a deal stands financially without asking

Accounts receivable and collections

• Track overdue invoices and drive follow-up to resolution

• Escalate at-risk receivables early rather than at month-end

• Maintain clear documentation of collections activity and client commitments on the deal record

Creator payment support

• Respond promptly to creator inquiries about deal status, payment dates, invoicing, and payment history

• Investigate and confirm the actual status before responding — never estimate or guess at a payment date

• Handle delayed-payment conversations with care and professionalism; when a client payment is late, proactively obtain an update from the client, then communicate to the creator clearly and without overpromising

• Escalate to the CEO when a payment delay is material or a creator relationship is at risk

Invoicing and automation

• Support the buildout and maintenance of HMG's invoice creation automation workflow

• Validate automated output against the books and troubleshoot breaks in the flow

Vendor onboarding and client payment platforms

• Register and maintain HMG as a vendor across client and agency payment portals (Tipalti, Bill.com, Lumanu, SAP Ariba, , and brand-specific AP systems)

• Complete vendor onboarding requirements end to end: W-9s, ACH and banking authorization forms, insurance certificates, supplier questionnaires, and identity verification steps

• Manage login credentials and platform access securely; maintain a central record of every platform HMG is registered on and the status of each

• Monitor client portals for invoice status, approval holds, rejected submissions, and payment remittance

• Submit invoices through the client's required system and format, following each client's specific process rather than a single default workflow

• Complete recurring re-verification and annual vendor revalidation requirements before they lapse and delay payment

• Track onboarding progress against campaign timelines so platform setup never becomes the reason an invoice is late

Reporting and compliance

• Build and maintain cash flow forecasting

• Support 1099 preparation and year-end filing

• Maintain clean documentation for CPA handoff

Systems transition

• Contribute to HMG's QuickBooks Online to Xero migration, including data validation and post-migration cleanup

Security and confidentiality

• Handle confidential financial, payroll, and personal information with strict discretion, including HMG banking details, creator tax documentation and personal data, contract terms, and compensation information

• Follow HMG's security protocols for credential management, including use of the company password manager and multi-factor authentication on all financial systems

• Verify banking and payment detail changes through an approved secondary channel before processing; never act on payment instruction changes received by email alone

• Recognize and escalate suspected phishing, payment fraud, or business email compromise attempts

• Maintain a secure, private workspace; never access HMG financial systems on shared or public devices or networks

• Adhere to HMG's data handling standards and confidentiality obligations under the employment agreement

General

• Manage finance workstreams across multiple concurrent campaigns, ensuring nothing falls through the cracks

• Provide general finance and executive assistant support to the CEO

• Proactively identify and flag process improvements

Qualifications

Must-Have:

• 3+ years of bookkeeping or finance operations experience

• Proficiency in Xero (required — we are migrating to Xero this year)

• Proficiency in QuickBooks Online

• Excellent spoken and written English; the role communicates directly with the CEO, US-based brand partners, and payment platform support teams

• Demonstrated ability to manage multiple concurrent workstreams with strong follow-through

• Experience with accounts receivable and collections, including persistent follow-up on overdue payments

• Strong attention to detail and accuracy in reconciliation work

• Comfortable working independently and surfacing issues early

• Bachelor's degree in Accounting, Finance, or a related field

Nice-to-Have:

• Experience supporting a QuickBooks Online to Xero migration

• Experience with Ramp, PayPal, Gusto, or HubSpot

• Background in a US-based professional services environment

• Familiarity with US 1099 contractor payment processes

• Familiarity with AI automation tooling such as n8n or Zapier

• Prior experience supporting a US-based executive across time zones

Why RecruitGo?

RecruitGo seamlessly links world-class business partners with top-tier global talent in emerging markets. Secure legal employment through our Employer of Record services and embark on a journey to unparalleled professional opportunities.

• Salary Range: To be confirmed

• Work Setup: Work-from-home in the Philippines

• Work Schedule: Starting at 7:00 AM or 7:30 AM CDT and wrapping up around 5:30 PM CDT. The role is expected to require approximately 8 hours of actual work per day, with flexibility to take additional breaks as needed throughout the day.

• Diverse Challenges: Each day offers fresh opportunities and unique challenges that keep your work engaging and rewarding. 

• Team Collaboration: Join forces with a supportive team, where your insights and contributions are valued.

• Inclusivity: Be part of an inclusive and diverse workplace that values your contributions. Work with the internal team to ensure timely delivery of services to clients and ensure that client expectations are met.

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