Contract Admin

Our Company

At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.
What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally.

The Role:

We're seeking a Contract Admin. This role is designed for a detail-oriented individual with strong organizational skills who can manage contracts, review billing terms, and handle client communications regarding collections.
You'll play a key role in ensuring accurate invoicing, monitoring payment schedules, and following up on outstanding balances across multiple client accounts.

Location: Must be in The Philippines – Remote.
Environment: Philippines and International Teams.
Language: Advanced English (B2+ - C1).
Timezone: Monday to Friday – 9:00 AM – 6:00 PM Central Daylight Time (10:00 PM – 7:00 AM Philippine Standard Time), follows Philippine holidays.
Contract: Full Time

Requirements:

• Education: Bachelor's degree in a related field preferred.
• Experience: Minimum 2-3 years in billing, accounts receivable, or collections; knowledge of industry-specific billing practices (e.g., construction, professional services); experience in a fast-paced environment with multiple clients and contracts.
• Skills: Proficiency in ERP software (e.g., SAP, Oracle, NetSuite) and Microsoft Office Suite, especially Excel; familiarity with contract management and billing systems is a plus; knowledge of billing cycles, collections protocols, and reconciliation processes; familiarity with credit policies and procedures.
• Characteristics: Excellent verbal and written communication skills to interact with clients and internal teams; strong negotiation and problem-solving abilities; accurate in billing and tracking accounts; able to manage multiple deadlines and payment schedules effectively; takes ownership of collections goals and resolves issues proactively; works closely with cross-functional teams to achieve results.

Responsibilities:

• Review customer contracts to ensure accurate setup of billing terms, and generate and distribute invoices in compliance with contract terms and timelines.
• Address client inquiries related to invoices, billing adjustments, or discrepancies, and coordinate with internal teams (sales and account management) to resolve billing-related issues.
• Monitor accounts receivable, identify overdue accounts, and initiate follow-ups on outstanding payments via calls, emails, and letters.
• Issue demand letters, escalate delinquent accounts per company policies, and collaborate with legal teams on escalation for unresolved cases.
• Maintain accurate records of contracts, billing schedules, and collections activity, prepare periodic reports on receivables and collections performance, and support audits with documentation of billing and collections processes.As a Contract Admin, you'll keep invoicing accurate and payments on track, reviewing contract terms, chasing down overdue balances, and knowing exactly when a delinquent account needs to escalate to legal. This role suits someone with sharp negotiation instincts who stays organized across multiple clients and takes ownership of collections goals without waiting to be asked. The work spans billing, collections, and administrative reporting for a fast-paced, multi-contract portfolio.