Billing & Client Onboarding Administrator

Billing & Client Onboarding Administrator

Company: Avicenna
Location: Vienna, VA (On-Site)
Job Type: Full-Time
Compensation: $22–$26 per hour, based on experience

Position Overview

Avicenna Accounting, an established accounting and tax firm serving individuals and businesses since 1992, is seeking an organized, detail-oriented Billing & Client Onboarding Administrator to manage client onboarding, invoicing, payment collections, and administrative workflows.

Key Responsibilities

• Client Onboarding: Set up new clients, collect required information, coordinate engagement letters, and organize client records.
• Billing & Invoicing: Prepare and send invoices, manage recurring billing, and maintain accurate billing records.
• Outstanding Invoices & Collections: Monitor and manage outstanding invoices, track overdue balances, follow up with clients on unpaid invoices, coordinate payment arrangements, and ensure timely collection of accounts receivable.
• Accounts Receivable: Monitor outstanding balances, follow up on overdue invoices, and coordinate payment arrangements.
• Payment Processing: Set up and manage ACH payments, AutoPay, and recurring payment schedules.
• Client Management: Maintain accurate client profiles, contact information, and account statuses.
• Document Management: Organize client documents, manage electronic records, and maintain secure filing systems.
• Workflow Coordination: Track onboarding progress, outstanding client requirements, and administrative tasks.
• Process Improvement: Help streamline billing, onboarding, and administrative workflows through technology and automation.
• Administrative Support: Assist management with daily office operations and client communications.

Qualifications

• Experience in billing, accounts receivable, client onboarding, or office administration.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, Outlook, and Excel.
• Experience with CRM, billing, or practice management software preferred.
• Familiarity with Canopy, Microsoft 365, SharePoint, or accounting software is a plus.
• Ability to handle confidential financial and client information professionally.
• Experience in an accounting, tax, or professional services firm is preferred.

What We're Looking For

A proactive, dependable individual who can take ownership of billing and client onboarding, follow up consistently, maintain accurate records, and help improve office efficiency.

Work Location: In person — Vienna, Virginia.

Pay: $21.00 - $27.00 per hour

Work Location: In person