Collections & Cash Flow VA, AR Focus

Role Overview

• Proactively contact clients regarding overdue and upcoming payments via email and phone
• Drive payment conversations with clarity, confidence, and persistence until resolution is reached
• Maintain structured follow-up cadence (no dropped or forgotten accounts)
• Handle objections directly and push for clear payment timelines, not vague promises
• Escalate only after multiple documented follow-ups have been completed
• Coordinate directly with Project Managers to ensure invoices are triggered immediately upon project completion
• Verify invoice accuracy before issuance to prevent payment delays or disputes
• Ensure no completed project sits unbilled or delayed in invoicing
• Track invoice lifecycle from issuance → follow-up → payment completion
• Maintain an active cash flow calendar tracking expected incoming payments and due dates
• Monitor outstanding balances daily and flag overdue accounts immediately
• Provide leadership with clear visibility of expected vs actual cash flow
• Track recurring company expenses (utilities, vendors, operational costs) to avoid missed payments
• Ensure financial obligations are never overlooked or delayed
• Build and maintain a structured collections follow-up system (not ad hoc reminders)
• Re-engage non-responsive clients using escalating communication strategies
• Identify risk accounts early and flag potential non-payment scenarios
• Maintain full accountability for follow-up until resolution (payment received or escalation completed)
• Input financial data into QuickBooks Online (bills, expenses, invoices)
• Assist in generating basic financial summaries when requested
• Coordinate with CPA for reconciliation (you do not perform accounting finalization)
• Ensure data accuracy to support financial reporting integrity

Requirements

• Prior experience in collections, accounts receivable, or payment follow-up roles strongly preferred
• Must be comfortable initiating and controlling payment conversations with clients
• Strong written and verbal communication skills (clear, firm, professional tone)
• Ability to follow structured systems and maintain consistent follow-ups without reminders
• Basic bookkeeping knowledge required (QuickBooks Online experience preferred)
• High attention to detail—especially in tracking balances, due dates, and payment status
• Must be persistent: inability to follow up repeatedly until resolution is a failure condition

Benefits

• PTO
• HMO
• Fully Remote Work