About the role
About Us
We are a nationally recognized, award-winning social media marketing agency specializing in the multifamily residential sector. We provide social media strategy, branding, and digital advertising services to property management companies and multifamily housing clients across the US and Canada. With over 15 years in the industry and a strong track record of delivering measurable results for hundreds of clients, we operate in a fast-moving, creative environment where accuracy and operational excellence directly support client success.
About the Role
We are looking for a detail-oriented and operationally sharp Accounting Assistant to support the billing and compliance functions of a fast-moving creative agency. This is an operational support role, not a financial reporting position. The primary function is translating Asana task requests into accurate QuickBooks Online billing actions — managing recurring invoices, onboarding and offboarding clients in QBO, and keeping billing records current and accurate on a same-day basis.
Financial statement preparation, month-end close, journal entries, and balance sheet reconciliation remain with the Controller. What this role owns is the daily billing workflow — and it owns it completely. The right candidate is highly accurate, fast to learn new systems and SOPs, and communicates proactively without needing to be prompted.
What This Role Is — And Is Not
THIS ROLE IS: a billing-focused, operationally driven accounting support position requiring advanced QBO proficiency, strong attention to detail, and confident async communication
THIS ROLE IS NOT: a financial reporting, journal entry, month-end close, or balance sheet reconciliation role — those responsibilities remain with the Controller
Key Responsibilities
Daily Billing Operations — Primary Function
The majority of each workday centers on the Asana-to-QBO workflow.
Monitor the Asana task queue throughout the day and convert billing requests into completed QBO actions on a same-day basis
Review, update, and reconcile recurring invoices in QBO based on Asana task instructions
Maintain foreign currency conversion rates for international client invoicing and ensure rates are current and accurately applied
Communicate task completions, open items, and flags to the Controller via Slack in a proactive, organized manner
Adhere to agency-specific billing SOPs with precision and consistency, asking questions early rather than assuming
QuickBooks Online — Recurring Invoice Management
Create and manage recurring invoice schedules for active clients
Edit invoice amounts, billing dates, and service descriptions as directed
Review scheduled invoices before they send and flag any discrepancies or missing information
Ensure all invoice records reflect current client agreements, rates, and billing terms
Client Lifecycle Billing Management
Onboard new clients in QBO — set up customer records, billing schedules, and initial recurring invoices accurately and completely
Offboard departing clients — deactivate recurring invoices, confirm final billing accuracy, and close records cleanly
Update existing client billing details as changes occur — service adjustments, rate changes, and payment term updates
Maintain organized and audit-ready client billing records across all active accounts
Tax Support
Prepare and submit sales tax returns to applicable state agencies on the required filing cadence
Maintain a sales tax filing calendar to ensure no deadlines are missed
Monitor multi-state tax nexus obligations and flag any new exposure or compliance questions to the Controller
Foreign Currency Tracking
Track and reconcile foreign currency transactions for international client accounts
Maintain currency conversion logs and ensure accurate application of rates across invoices and records
Credentialing & Compliance
Maintain active compliance status across all applicable credentialing platforms
Track credentialing renewal deadlines and proactively submit updated documentation before expiration
Identify and escalate compliance gaps or portal discrepancies to the Controller immediately
Communication & Workflow
Communicate via Slack in an async-first, proactive manner — the Controller should always know where open items stand without having to ask
Flag issues, questions, or potential errors early in the process rather than after the fact
Maintain organized task tracking in Asana aligned with the agency's workflow standards
Required Skills & Qualifications
QuickBooks Online — Advanced
Recurring invoice creation and management
Client onboarding and offboarding in QBO
Invoice editing, scheduling, and review
Customer record and billing detail updates
Foreign currency setup and rate maintenance
Excel & Data
Intermediate to advanced Excel proficiency
VLOOKUP and XLOOKUP, pivot tables
Spreadsheet-based reconciliation
Currency conversion tracking and reporting
Operations & Workflow
Comfortable learning and adhering to agency-specific SOPs with minimal supervision
Ability to prioritize across concurrent billing tasks and manage a same-day completion standard
Rapid workflow learning and adaptation as processes evolve
Async communication via Slack — clear, organized, and proactive
Key Personal Attributes
Attention to detail — billing errors have direct client impact and are not acceptable
Discernment — knows when to act independently and when to escalate to the Controller
Fast learner — adopts new SOPs and workflows quickly and accurately
Proactive communicator — keeps the Controller informed without waiting to be prompted
Preferred Qualifications
Prior experience in a billing support, accounts receivable, or operational accounting role
Background supporting a digital marketing agency, media company, or service-based business
Familiarity with Asana for task management
Experience with multi-state sales tax compliance or foreign currency billing
Prior experience with credentialing platform compliance
What Makes You a Great Fit
Your Asana queue is cleared same-day — every task has been converted into a completed QBO action before you log off
Your recurring invoices are always accurate — you review before they send and catch discrepancies before they become client issues
The Controller never has to chase you for a status update — your Slack updates are proactive, organized, and clear
You flag a potential error before it becomes a problem, not after
You learn Envida's SOPs quickly and follow them consistently because you understand that consistency is the standard
Requirements
This is a full time role
100% Remote
Up to $8/hr
Originally posted on Himalayas