Admin and Invoicing Associate
- Makati City, Metro Manila
- Permanent
- Full-time
- Competitive Salary Packages
- Professional Development Opportunities
- Hybrid Work Setup
- Equipment Provided
- Day 1 HMO
- Life Insurance
The Invoicing and Admin Associate plays a key role in supporting both billing operations and general administrative tasks within a fast-paced payment gateway/PSP environment. This role is responsible for processing transaction-based invoices accurately and on time, while also handling various administrative duties to support the finance and operations teams. The ideal candidate is detail-oriented, organized, and adaptable to the dynamic nature of the fintech and payment processing industries.WHAT WOULD YOU DO?
Invoicing & Billing
- Prepare and issue accurate invoices based on merchant transaction volumes, pricing models (e.g., per-transaction, percentage-based, tiered), and service-level agreements.
- Validate billing data from payment platforms and internal reporting tools before invoice generation.
- Coordinate with Operations, Account Management, and Finance teams to resolve billing discrepancies and special pricing arrangements.
- Process adjustments, credits, chargeback fees, and rolling reserve charges as needed.
- Maintain up-to-date billing records and documentation for audit and compliance purposes.
- Support month-end close activities related to billing and revenue recognition.
- Respond promptly to merchant inquiries regarding billing statements and fee explanations.
- Assist with the preparation and organization of internal financial reports and documentation.
- Maintain accurate and up-to-date digital filing systems for billing, contracts, and regulatory documents.
- Schedule and coordinate meetings with the necessary teams and manage related communication.
- Support onboarding documentation for new merchants related to billing setup and compliance forms.
- Handle general office or team administrative tasks, including data entry, internal communications, and basic documentation updates.
- Assist in preparing materials for audits, filings, or regulatory reporting.
- Stay updated on industry trends to improve service quality and better support clients and/or operations.
- Execute other duties and responsibilities as assigned by the immediate supervisor or manager.
- Proactively identify and recommend initiatives to enhance departmental efficiency.
- Demonstrate flexibility in extending working hours as necessary to meet business needs.
- Bachelor’s Degree in any field.
- Familiarity with transaction-base billing, PSP fee structures, and digital payment platforms.
- Proficient in Microsoft Excel and billing/accounting software (e.g., QuickBooks, NetSuite, SAP).
- Must have intermediate to advanced skills in G Suite/MS Office Suite
- Must have above-average attention to detail, logical, numerical, and verbal reasoning, and adherence to rules
- Process-oriented
- Good written and verbal communication skills
- Ability to handle confidential information with integrity and discretion.
- Detail-oriented team player with a positive attitude
- Strong problem-solving and analytical skills
- Advanced technological skill set
- Ability to work well under pressure with a high degree of accuracy
- Ability to establish collaborative working relationships with extended team members
- 1–3 years of experience in invoicing, billing, or administrative roles—ideally within the fintech or payment processing industry.
- Must be proactive, a critical thinker, a team player, and have a positive attitude
- Good Analytical and Strategic thinking
- High attention to detail
- Results-oriented