Billing Coordinator – Executive Virtual Assistant

Prime System Solutions

. Set up new customer accounts in the PSA/billing system when trials convert, including packages, billing terms, pricing, first-month proration and referring partner information .

Posted 10/7/2026full-timeQuezon City • PhilippinesMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates expertise in billing processes, account management, and customer communication, with strong proficiency in Microsoft 365 and experience in PSA or accounting platforms. Capable of managing competing priorities while maintaining attention to detail and confidentiality.

Highest-signal resume keywords

Billing ManagementMicrosoft 365 ProficiencyPSA/Accounting Platform ExperienceCustomer CommunicationAttention to Detail

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Billing ManagementAccounts ReceivableBookkeeping SupportPayment ProcessingData EntryDocument PreparationFinancial ReportingCRM ManagementInvoice ProcessingCalendar Management

Soft Skills

Highly OrganizedDependableProfessionalTrustworthyStrong Communication

Tools & Technologies

Microsoft 365HaloPSAConnectWiseQuickBooksGoHighLevelHubSpotSharePointOnline Payment Processors

Industry Keywords

Managed Services ProviderSaaSUS-Based Customer SupportConfidential Information Handling

About the role

Key responsibilities & impact

Set up new customer accounts in the PSA/billing system when trials convert, including packages, billing terms, pricing, first-month proration and referring partner information
Verify account setups against approved quotes before first invoicing
Process approved add-ons, upgrades, downgrades and cancellations based on service tickets
Review monthly and annual invoice runs and resolve or flag exceptions
Monitor failed and declined payments, contact customers, send secure payment-update links, retry payments and document outcomes
Monitor annual renewals and follow up on unsuccessful renewals
Record check and ACH payments
Follow up on overdue balances using established scripts and collection timelines
Respond to customer and partner billing questions through email, phone and tickets
Escalate billing disputes, refund requests and other exceptions requiring owner approval
Maintain accurate partner IDs for commission assignment
Prepare monthly partner commission summaries and billing reports
Manage both co-owners' calendars and schedule meetings
Triage inboxes, identify priorities and draft routine responses
Attend internal meetings as note-taker and document decisions, action items and deadlines
Maintain the shared weekly action list and follow up on outstanding items
Prepare meeting agendas and gather documents and information
Create, edit and format documents, spreadsheets and presentations using Microsoft 365
Maintain SharePoint and shared-folder structures
Maintain trackers for vendors, contracts, renewals, software subscriptions and licenses
Maintain CRM information and conduct light research
Support approved social media scheduling and event/webinar logistics
Coordinate with vendors and organize invoices and receipts for bookkeeping
Document simple processes and checklists
Work with both co-owners using a shared priority list and clarify conflicting priorities

Requirements

What you’ll need

3+ years of experience in billing, accounts receivable, bookkeeping support or a similar role, combined with experience supporting US-based executives or business owners as an Executive Assistant or Virtual Assistant
Experience with billing, PSA or accounting platforms such as HaloPSA, ConnectWise, QuickBooks or similar systems
Experience working with online payment processors
Strong Microsoft 365 skills, particularly Outlook, Teams, Word, Excel and SharePoint
Experience with GoHighLevel, HubSpot or another CRM is a plus
Experience working in an IT, Managed Services Provider (MSP) or SaaS environment is a plus
Excellent written and spoken English, with confidence communicating directly with US-based customers regarding their accounts
Strong attention to detail and comfort working with numbers and financial information
Highly organized, dependable and consistent with follow-through
Ability to manage competing priorities and know when to escalate an issue
Professional, discreet and trustworthy when handling confidential customer, financial, employee and company information
Willing and able to work full-time during US Central Time business hours, with core hours of 8:00 AM–5:00 PM CT
Background check completed before the job offer stage

Benefits

Comp & perks

Prime Office Location with easy access to public transportation, dining, and nearby establishments
Modern, well-equipped office with modern amenities
Paid leave starting upon regularization
HMO benefits and comprehensive healthcare coverage upon regularization
Government-mandated benefits including SSS, PhilHealth, and Pag-IBIG
Fun and collaborative culture
Full-time employment with government-mandated contributions and benefits
Background check as part of the hiring process