AR & Billing Specialist

Summary

Mannix Marketing is a fully remote digital marketing and web development agency seeking a detail-driven AR & Billing Specialist to manage billing and receivables. The role oversees collections, payment recording, recurring billing, vendor bills, financial reporting, reconciliations, month-end close support, and accounting process improvements.

Responsibilities

• Manage past-due accounts through the QuickBooks Online Collections Center, including weekly outreach, statement distribution, and follow-up on customer replies
• Record incoming payments (paper checks, Authorize.net e-checks, credit card) in QBO and make the corresponding deposits
• Run recurring billing reports, distribute them to managers on schedule, and handle new customer billing, changes, and cancellations
• Set up and maintain Automated Recurring Billing (ARBs) and recurring transactions, including price updates
• Enter vendor and contractor bills in the QBO Vendor Center, collect and file W-9s, and enter referral partner commissions for CFO processing
• File employee credit card receipts and enter charges in QBO
• Prepare monthly and quarterly reports, including the Tourism billing report, Sales Tax Quarterly Gross Up Report, and ad spend reconciliation
• Enter end-of-month commission data and audit commission sheets
• Enter scorecard data and complete NYS Contract System audits as needed
• Audit domain names and Google accounts billed through Mannix to confirm they are memorized and invoiced
• Support monthly close, year-end tax prep, and audits
• Build and maintain Google Sheets tracking systems, and recommend automation for routine accounting tasks
• Document billing activity and client updates in our company CRM
• Participate in regular check-ins with the finance team

Skills

• 3+ years of hands-on QuickBooks Online experience, including custom reports, recurring and memorized transactions, the Collections Center, ARBs, and Vendor Center management
• Direct accounts receivable experience, including customer-facing collections
• Proficiency in Google Sheets, including formula creation and data organization
• Experience with AP, bill entry, and reconciliation
• Ability to manage a recurring, deadline-driven workload independently
• Strong attention to detail, and you follow up on discrepancies without being prompted
• Authorization to work in the United States
• Experience with QuickBooks Desktop and migration to QBO
• Experience with budgets, forecasts, and cash flow reporting
• Experience in an agency or multi-state environment

Qualifications

Must Haves

• 3+ years of hands-on QuickBooks Online experience, including custom reports, recurring and memorized transactions, the Collections Center, ARBs, and Vendor Center management
• Direct accounts receivable experience, including customer-facing collections
• Proficiency in Google Sheets, including formula creation and data organization
• Experience with AP, bill entry, and reconciliation
• Ability to manage a recurring, deadline-driven workload independently
• Strong attention to detail, and you follow up on discrepancies without being prompted
• Authorization to work in the United States

Nice to Haves

• Experience with QuickBooks Desktop and migration to QBO
• Experience with budgets, forecasts, and cash flow reporting
• Experience in an agency or multi-state environment

Benefits

• Health, dental, and vision insurance
• Simple IRA with a 3% dollar-for-dollar company match
• Paid time off starting at 12 days per year and increasing with tenure, up to 30 days for long-term team members
• Flex time available for life appointments and personal needs
• 9 paid holidays, with the option to swap for a cultural or religious holiday that matters to you
• Fully remote, work from wherever you do your best thinking
• HeyTaco peer recognition program is a small but genuine way teammates appreciate each other