Brazil•Portugal•Spain
Remote
Mid Level
Full Time
remotefinanceaccounts_receivableaccounts_payablebillingcollectionsQuickBooksRampAI_tools
Requirements
- •2–4 years of experience in accounts receivable, accounts payable, billing, or collections, ideally at an agency, professional services, or SaaS company with US clients
- •Hands-on experience with QuickBooks Online
- •Strong in Google Sheets or Excel, including lookups, pivot tables, and reconciliations
- •High bar for accuracy; invoices sent are right the first time
- •Confident communicator, polite but firm with US client contacts, by email and on calls
- •Good judgment about people and priorities; knows when to push, escalate, or wait
- •Takes initiative; raises problems with proposed fixes
- •Fluent in written and spoken English
What You'll Do
- •Prepare and issue all client invoices each cycle, including recurring retainers, one-off projects, variable and performance fees, and hourly web-support work
- •Reconcile tracked hours and variable-fee calculations against contracts and scopes before invoices go out
- •Keep the billing schedule current as clients start, change scope, pause, or offboard
- •Own collections execution end to end: run the follow-up calendar, manage AR aging and days sales outstanding, and follow the collections strategy set for each account
- •Carry out the approach set for each account, such as one consolidated reminder before the due date, a call with the client’s finance team, or bringing in the account lead, and recommend changes when an approach isn’t working
- •Join the daily cash flow check-in led by the Finance Operations Manager
- •Flag at-risk accounts early, such as slipping payment patterns, disputes, or unresponsive contacts, with a recommended action
- •Prepare the weekly cash and AR report, and draft the cash and collections section of the monthly report
- •Keep the weekly cash forecast current, with expected receipts by client and by week
- •Run accounts payable in Ramp: enter vendor bills, check them against approvals and contracts, schedule payments, and keep vendor records current
- •Pay creators, partners, and referral payouts in Ramp once amounts are approved, and keep payee records current
- •Record invoices and payments in QuickBooks, working alongside our external bookkeeper
- •Peer-check teammates’ work, such as reported MRR and client data against billing records
- •Maintain and improve our collections playbook and billing processes
Nice to Have
- •Experience with Ramp or a similar AP tool
- •Experience using Claude or similar AI tools in work, or eagerness to use them
Benefits
- •Unlimited PTO + local holidays relevant to your hub
- •Remote-First Culture with hybrid work expected for employees near New York or Lisbon HQs
- •Flexible parental leave
- •Growth opportunities with exposure beyond core role
About Darkroom
Darkroom is a vertically integrated digital agency pioneering the next generation of consumer-facing brands.
Los Angeles, CA, US
10 - 50
Advertising & Marketing