Part-Time Accounts Assistant

About the role

Vista Immigration is seeking a Part-Time Billing & Accounts Assistant to take ownership of client billing and payment follow-up processes. This role involves preparing and sending client invoices, monitoring payments, reconciling accounts, and following up on overdue payments. You will work independently, follow established processes carefully, and ensure every invoice is issued correctly and every payment is properly tracked.

Key responsibilities

• Prepare and send client invoices through Xero
• Review signed service agreements and confirm agreed fees before invoicing
• Issue initial service fee invoices and subsequent invoices when instructed
• Ensure correct amounts and payment terms are applied
• Maintain accurate billing records
• Monitor client payments and reconcile payments in Xero
• Check Stripe payments and payouts
• Monitor Pinch automatic payments
• Set up client payment arrangements in Pinch when required
• Follow up failed or unsuccessful automatic payments
• Monitor outstanding and overdue invoices
• Send payment reminders according to established follow-up schedule
• Escalate persistent or unusual payment issues
• Identify and report discrepancies, duplicate invoices or missing payments
• Maintain internal billing control spreadsheet
• Ensure triggered fees are invoiced and not missed
• Follow established checklists and procedures

About you

• Extremely detail-oriented and comfortable working with numbers
• Highly organised and systematic
• Reliable and able to meet deadlines without constant supervision
• Comfortable following established processes and checklists
• Confident communicating with clients regarding payments
• Able to identify errors and discrepancies
• Honest and trustworthy when handling financial information
• Comfortable working independently in a remote environment
• Willing to ask questions when something does not look right
• Previous experience in invoicing, accounts receivable, billing, bookkeeping or similar administrative work
• Good working knowledge of Excel or Google Sheets
• Good written and spoken English
• Strong attention to detail
• Comfortable using online systems and software
• Highly desirable: Xero experience, Stripe experience, experience with payment platforms or automatic debit systems, experience working with New Zealand or Australian businesses, accounts receivable / collections experience

Part-time: approximately 5 hours per week initially

The workload is currently relatively small, but we expect the role to grow as our business continues to expand.

We are looking for someone who can work consistently each week and is available during Philippine business hours, with some flexibility to coordinate with our New Zealand-based team.

About us

Vista Immigration Limited is a New Zealand-based immigration consultancy providing visa and immigration services to clients in New Zealand and overseas.

Benefits

• Work remotely for an established New Zealand-based business
• Long-term part-time opportunity
• Flexible working environment
• Clear processes and responsibilities
• Opportunity to take ownership of an important business function
• Potential to increase hours as the company grows