Operations & Accounting Specialist (Customer Invoicing, QuickBooks Online, U.S Sales Tax)

Full-Time Remote Operations & Accounting Specialist We are seeking a detail-oriented Operations & Accounting Specialist to join our team full-time. This is not a bookkeeping position. Instead, we're looking for someone who will take ownership of our customer invoicing process from start to finish, ensuring invoices are accurate, sales tax is properly applied, customer communications are professional, and outstanding balances are followed up promptly. The ideal candidate has hands-on experience with QuickBooks Online, customer invoicing, collections, and U.S. multi-state sales tax. Experience with Avalara AvaTax is highly preferred. This position requires excellent written English, exceptional attention to detail, and the ability to work during California (Pacific Time) business hours. Responsibilities - Own the complete customer invoicing process from quote to payment - Prepare customer quotes and invoices accurately - Manage invoicing within QuickBooks Online - Apply correct U.S. sales tax based on customer location and nexus requirements - Maintain and troubleshoot sales tax automation software (preferably Avalara AvaTax) - Communicate professionally with customers regarding invoices, payment questions, and outstanding balances - Monitor accounts receivable and perform collections follow-up - Resolve invoicing discrepancies before invoices are sent - Coordinate with internal sales and operations teams - Maintain accurate accounting records related to invoicing and receivables - Continuously improve invoicing accuracy and operational efficiency - Use AI tools responsibly to improve productivity and customer communication Required Qualifications - Strong hands-on experience with QuickBooks Online (required) - Experience managing customer invoicing from beginning to end - Experience with accounts receivable and collections - Knowledge of U.S. multi-state sales tax - Excellent written English - Strong organizational skills and attention to detail - Ability to work independently in a remote environment - Availability during California (Pacific Time) business hours Preferred Qualifications - Experience with Avalara AvaTax - Experience with TaxJar, Vertex, Sovos, or other U.S. sales tax automation platforms - Experience supporting sales teams by preparing quotes and invoices - Experience in operations or accounting support roles - Comfortable using AI tools such as ChatGPT or Microsoft Copilot to improve workflow while maintaining accuracy What We're Looking For We value practical experience over certifications. We're looking for someone who has successfully managed customer invoicing, collections, and U.S. sales tax in a real business environment. If you're organized, proactive, communicate professionally, and enjoy owning a critical business process from start to finish, we'd love to hear from you. Screening Questions (Required)  1.⁠ ⁠How many years of experience do you have using QuickBooks Online? Please describe your primary responsibilities.  2.⁠ ⁠Describe your experience with Avalara AvaTax. If you have not used Avalara, which U.S. sales tax automation platforms have you used (TaxJar, Vertex, Sovos, etc.)?  3.⁠ ⁠Have you managed customer invoicing from start to finish? Please describe your workflow.  4.⁠ ⁠Have you handled U.S. multi-state sales tax and nexus? Please explain your experience.  5.⁠ ⁠Have you been responsible for following up with customers regarding past-due invoices or outstanding balances? If yes, please describe your approach.  6.⁠ ⁠Have you prepared customer quotes and invoices for a sales team? Approximately how many invoices did you process each month?  7.⁠ ⁠What industries have you worked in?  8.⁠ ⁠Are you available to work full-time during California (Pacific Time) business hours?  9.⁠ ⁠Describe your home office setup, including your internet speed and any backup internet or power solutions. 10.⁠ ⁠What AI tools do you use in your daily work (such as ChatGPT or Microsoft Copilot), and how do you use them to improve accuracy and customer communication? 11.⁠ ⁠Please describe a time you identified an invoicing or sales tax error before it reached a customer. What did you do? 12.⁠ ⁠What is your expected monthly salary in USD? 13.⁠ ⁠Why do you believe you are a good fit for this role? Attention to Detail Test To confirm you have carefully read this job posting, please begin your proposal with the words "NEO Accounting." Applications that do not include these words may not be considered. Thank you.