Finance Operations Assistant

Location: Philippines
Employment Type: Full-time
Working Hours: Swedish office hours (CET)
Salary: USD 400–500/month
Start Date: As soon as possible

About the Role

We are looking for a highly organized and detail-oriented Finance Operations Assistant to join our team and help ensure that payments, invoices, refunds, and other financial items are tracked and followed through until they are fully resolved.

This is a hands-on role for someone who doesn't just update spreadsheets but takes ownership of financial follow-ups and makes sure nothing falls through the cracks.

You will work closely with our finance and operations teams, using tools such as Fortnox, Airtable, Slack, Excel/Google Sheets, and AI tools such as Claude and ChatGPT.

What You'll Do

1. Track and collect payments for sold cars

• Match incoming bank and bankgiro payments against sold vehicles in Airtable
• Confirm payments before marking vehicles as paid
• Attach payment proof and keep records accurate and up to date
• Track outstanding payments, including amount, customer, and age of the outstanding balance
• Follow up with salespeople through Slack regarding payment status, dates, and missing documentation
• Escalate overdue or unresolved items when necessary
• Send a short daily summary of outstanding payments and their age

2. Review supplier invoices using AI

• Review supplier invoices in Fortnox
• Use AI tools to identify which car or business purpose an invoice relates to
• Check whether the cost was ordered and approved
• Assess whether the amount appears reasonable
• Identify potential duplicate invoices or unusual charges
• Add a short, clear comment to each invoice so the approver can quickly understand the situation
• Flag questionable invoices and follow up until they are resolved
• Follow up on invoices waiting for approval

3. Follow up on money owed to us

• Track refunds related to returned spare parts, incorrect deliveries, cancelled orders, and other supplier issues
• Follow up on outstanding refunds and credit notes
• Track deposits, VAT refunds, and other amounts owed to the company
• Contact suppliers and follow up persistently until outstanding amounts are received
• Maintain an accurate overview of all open items

4. Support other finance operations

As you grow into the role, you may also help with:

• Following up on missing receipts and parking fines
• Reviewing costs associated with individual vehicles
• Identifying unusual or incorrect costs
• Preparing simple reports on margins, costs, and cash flow
• Improving finance processes and finding ways to automate repetitive work

What We're Looking For

Required:

• 1–2+ years of experience in accounting, bookkeeping, accounts receivable, finance operations, or a similar role
• Extremely organized and detail-oriented
• Strong Excel or Google Sheets skills
• Good written and spoken English
• Comfortable working with confidential financial information
• Strong follow-up and communication skills
• Persistent and comfortable chasing people for updates and missing information
• Able to work independently and take ownership of problems
• Comfortable working Swedish office hours

A big plus:

• Experience with Airtable
• Experience with Fortnox or another accounting/ERP system
• Experience with accounts receivable or payment reconciliation
• Experience working with international teams
• Familiarity with Swedish invoices or financial terminology
• Experience using AI tools such as Claude or ChatGPT in your daily work

AI & Technology Mindset

AI is an important part of how we work.

You don't need to be an AI expert, but you should already be curious about tools like Claude and ChatGPT and comfortable using them to work faster, analyze information, translate documents, and improve processes.

We will provide access and training, but we're looking for someone who naturally thinks:

"There must be a smarter way to do this."

The Person We're Looking For

You are someone who:

• Notices when something doesn't look right
• Double-checks details instead of assuming
• Follows up until an issue is actually solved
• Can politely remind someone today, tomorrow, and again the next day when necessary
• Keeps excellent records
• Doesn't need to be constantly reminded about unfinished work
• Is comfortable asking questions when something is unclear
• Can handle sensitive financial information responsibly
• Enjoys finding better and more efficient ways of working

Recruitment Proces

After the initial interview, shortlisted candidates will complete a short practical assessment.

Why Join Us?

• Work with an international team based in Sweden
• Fully remote role from the Philippines
• Use modern tools and AI in your daily work
• Opportunity to take ownership of important finance operations
• Learn and grow into broader finance and operations responsibilities
• Work in a fast-moving environment where your improvements can have a direct impact

Salary: USD 400–500/month

Start: As soon as the right candidate is found

If you're highly organized, persistent, comfortable with numbers, and excited about using technology and AI to make finance operations better, we'd love to hear from you.