Executive Administrative Bookkeeper

🕒 3 days ago

🇵🇭 Philippines – Remote

⏰ Full Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 25%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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Outsourcey

WebsiteLinkedInAll Job Openings

201 - 500 employees

Founded 2024

🤝 B2B

🛍️ eCommerce

B2B • eCommerce • IT outsourcing

Outsourcey is a leading remote staffing agency specializing in connecting businesses with skilled offshore talent. They simplify the outsourcing process for companies ranging from startups to Fortune 500 firms, offering flexible staffing solutions without long-term contracts or setup fees. By leveraging a vast network of qualified professionals, Outsourcey helps clients reduce operational costs while improving efficiency and scalability, ensuring that businesses can effectively meet their project demands across various industries.

📋 Description

• Complete and maintain marketing expense reconciliations using ProSpend • Manage approximately 30+ invoices monthly, with volumes expected to increase • Process and reconcile expenses relating to events, conferences, advertising, and other marketing activities • Manage recurring expense documentation, including high-volume digital advertising receipts such as LinkedIn • Identify missing information, receipts, or discrepancies and proactively follow up with relevant stakeholders • Maintain accurate and organised financial records • Update and maintain the Marketing Budget Tracker • Monitor marketing expenditure against allocated budgets • Liaise with Accounts Payable to ensure invoices and supplier payments are processed on time • Proactively follow up on outstanding payments, particularly for smaller suppliers and service providers • Maintain accurate records of invoices, expenses, and payment status • Coordinate couriers and merchandise deliveries for approximately 2–4 events per week • Track deliveries and ensure event materials arrive at the correct location within required timeframes • Provide general administrative support to the marketing team • Assist with document management, data entry, and other ad hoc administrative requirements • Act as marketing's HubSpot CRM administrator, maintaining data integrity, user permissions, field configurations, and workflows • Manage event-related leads in HubSpot and coordinate handoff to sales; marketing owns leads until conversion to opportunity status, after which RevOps and sales assume ownership • Prepare and maintain HubSpot reports, including lead generation and marketing performance reporting • Support campaign planning and execution across marketing initiatives • Track dependencies, manage brief handoffs, coordinate with cross-functional stakeholders, and flag project risks • Deliver weekly ELT marketing progress status updates and monthly ELT OKR-aligned summaries • Compile quarterly board deck data, including Share of Voice, agency results, and key marketing performance metrics • Manage diaries and calendars • Support meeting coordination and scheduling • Manage brand and marketing asset libraries, including central brand folder structure, organising and tagging graphic design and photography assets, and supporting bulk content scheduling and asset uploads • Provide broader executive and marketing administration support • Support process improvements across finance and marketing administration

🎯 Requirements

• Previous experience in bookkeeping, accounts administration, finance administration or a similar role • Strong experience with expense reconciliation and financial record keeping • High level of accuracy and attention to detail • Strong Microsoft Excel or Google Sheets skills • Comfortable working with financial and expense-management systems • ProSpend experience is highly regarded but not essential; experience with alternative platforms such as SAP Concur is required if not experienced with ProSpend • Strong organisational and time-management skills • Ability to manage recurring tasks and increasing transaction volumes • Confident following up with internal teams and suppliers • Strong written and verbal communication skills • Ability to work independently and take ownership of assigned responsibilities • Demonstrated high proficiency and recent active usage of HubSpot CRM • Proficiency with Claude, Slack, Canva, and Google Suite (Docs, Sheets, Drive), with demonstrated recent usage • Basic Canva capability is advantageous; advanced design skills are not required

🏖️ Benefits

• Competitive salary • Opportunity to shape the HR function of a rapidly growing BPO • Work closely with a team of industry leaders who have successfully scaled BPOs in the past • Career growth and development opportunities