US Finance Operations Specialist

RecruitGo

2d • Remote

About The Position

RecruitGo is seeking a US Finance Operations Specialist to handle bookkeeping, reconciliations, accounts receivable, invoicing, collections, and financial data management. The ideal candidate is detail-oriented, highly organized, and experienced in Xero and QuickBooks Online, with strong communication skills and the ability to manage multiple finance workstreams independently.

Requirements

• 3+ years of bookkeeping or finance operations experience
• Proficiency in Xero (required — we are migrating to Xero this year)
• Proficiency in QuickBooks Online
• Excellent spoken and written English; the role communicates directly with the CEO, US-based brand partners, and payment platform support teams
• Demonstrated ability to manage multiple concurrent workstreams with strong follow-through
• Experience with accounts receivable and collections, including persistent follow-up on overdue payments
• Strong attention to detail and accuracy in reconciliation work
• Comfortable working independently and surfacing issues early
• Bachelor's degree in Accounting, Finance, or a related field

Nice To Haves

• Experience supporting a QuickBooks Online to Xero migration
• Experience with Ramp, PayPal, Gusto, or HubSpot
• Background in a US-based professional services environment
• Familiarity with US 1099 contractor payment processes
• Familiarity with AI automation tooling such as n8n or Zapier
• Prior experience supporting a US-based executive across time zones

Responsibilities

• Reconcile bank feed against invoices; identify and resolve discrepancies
• Reconcile PayPal activity against bank feed and invoice records
• Review and clean up bills queued for payment in Ramp (AP platform)
• Conduct monthly 401(k) reconciliation with Gusto (payroll provider)
• Maintain accurate finance and accounting data on every deal record, including date of service, date of invoicing, prepayment status, reimbursements, and payment status
• Verify that contract value, HubSpot deal value, and invoice amount match on every deal; investigate and resolve any discrepancy before it reaches payout
• Update deal records with expected payment dates and keep them current as timelines shift
• Maintain a reliable single source of truth in HubSpot so any team member can answer where a deal stands financially without asking
• Track overdue invoices and drive follow-up to resolution
• Escalate at-risk receivables early rather than at month-end
• Maintain clear documentation of collections activity and client commitments on the deal record
• Respond promptly to creator inquiries about deal status, payment dates, invoicing, and payment history
• Investigate and confirm the actual status before responding — never estimate or guess at a payment date
• Handle delayed-payment conversations with care and professionalism; when a client payment is late, proactively obtain an update from the client, then communicate to the creator clearly and without overpromising
• Escalate to the CEO when a payment delay is material or a creator relationship is at risk
• Support the buildout and maintenance of HMG's invoice creation automation workflow
• Validate automated output against the books and troubleshoot breaks in the flow
• Register and maintain HMG as a vendor across client and agency payment portals (Tipalti, Bill.com , Lumanu, SAP Ariba, , and brand-specific AP systems)
• Complete vendor onboarding requirements end to end: W-9s, ACH and banking authorization forms, insurance certificates, supplier questionnaires, and identity verification steps
• Manage login credentials and platform access securely; maintain a central record of every platform HMG is registered on and the status of each
• Monitor client portals for invoice status, approval holds, rejected submissions, and payment remittance
• Submit invoices through the client's required system and format, following each client's specific process rather than a single default workflow
• Complete recurring re-verification and annual vendor revalidation requirements before they lapse and delay payment
• Track onboarding progress against campaign timelines so platform setup never becomes the reason an invoice is late
• Build and maintain cash flow forecasting
• Support 1099 preparation and year-end filing
• Maintain clean documentation for CPA handoff
• Contribute to HMG's QuickBooks Online to Xero migration, including data validation and post-migration cleanup
• Handle confidential financial, payroll, and personal information with strict discretion, including HMG banking details, creator tax documentation and personal data, contract terms, and compensation information
• Follow HMG's security protocols for credential management, including use of the company password manager and multi-factor authentication on all financial systems
• Verify banking and payment detail changes through an approved secondary channel before processing; never act on payment instruction changes received by email alone
• Recognize and escalate suspected phishing, payment fraud, or business email compromise attempts
• Maintain a secure, private workspace; never access HMG financial systems on shared or public devices or networks
• Adhere to HMG's data handling standards and confidentiality obligations under the employment agreement
• Manage finance workstreams across multiple concurrent campaigns, ensuring nothing falls through the cracks
• Provide general finance and executive assistant support to the CEO
• Proactively identify and flag process improvements
• Work with the internal team to ensure timely delivery of services to clients and ensure that client expectations are met.

Benefits

• Diverse Challenges: Each day offers fresh opportunities and unique challenges that keep your work engaging and rewarding.
• Team Collaboration: Join forces with a supportive team, where your insights and contributions are valued.
• Inclusivity: Be part of an inclusive and diverse workplace that values your contributions.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level