Job Summary
We are looking for a detail-oriented Billing and Invoicing VA to manage the financial administration of a boutique architecture and design firm. This role centers on monthly client invoicing and accounts receivable follow-up using Monograph, along with supporting tasks such as data migration, payment tracking, and financial recordkeeping. The ideal candidate is highly organized, trustworthy with sensitive financial data, and comfortable working independently within established billing cycles.
Key Responsibilities
- Prepare and draft monthly client invoices in Monograph for review and approval
- Migrate historical hours and invoice data from Harvest into Monograph
- Monitor accounts receivable and follow up with clients on overdue payments via email
- Set up new projects in Monograph and Dropbox
- Input consultant bills into Monograph and track outgoing payments upon client payment
- Calculate contract employee hours and assist with processing their payments
- Process bi-weekly 401K payments
- Monitor credit card balances, ensure timely payments, and review statements for unusual charges
- Assist with business certification renewals (e.g., WBE)
- Support communication with external bookkeepers and accountants
Mandatory Skills
- Proven experience in billing, invoicing, or accounts receivable
- Hands-on experience with time-tracking or invoicing software (e.g., Monograph, Harvest, QuickBooks, or similar)
- Strong data entry accuracy and attention to detail
- Excellent written English for professional client payment follow-ups
- Ability to handle confidential financial information with discretion and integrity
- Reliable, detail-oriented, and able to work independently
- Strong communication skills
Preferred Skills
- Experience with Monograph specifically, or other project-based billing tools for professional services firms
- Familiarity with Dropbox for project file organization
- Background supporting architecture, engineering, design, or other professional services businesses
- Experience with payroll support, 401K processing, or contractor payments
- Experience liaising with bookkeepers or accountants
- Ability to manage multiple projects simultaneously
Why Join Us
Join a small, collaborative team where your work directly keeps the business running smoothly. You’ll work closely with the business owner, take real ownership of the billing function, and have the opportunity to grow your responsibilities over time in a stable, long-term role.
Work Schedule
8:00 AM – 11:00 AM PST
This position is no longer open
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