Back Office & Invoicing Specialist

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: TYPE OF WORK

Part Time

: SALARY

4-6$/hour

: HOURS PER WEEK

30

: DATE UPDATED

Feb 17, 2026

JOB OVERVIEW

JOB DESCRIPTION

Back Office & Invoicing Specialist (Remote – Philippines)

Company: European Specialty Coffee & Distribution Group
Structure: Czech Operating Company + US Holding
Location: Remote (Philippines – CET overlap required)
Employment Type: Full-Time
Reports To: Senior Financial Controller

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???? About Us

We are a European specialty coffee roasting, distribution, and service company headquartered in the Czech Republic with a US holding structure. Our operations include wholesale coffee, tea distribution, equipment service, and retail cafés.

We are implementing Odoo ERP to centralize order processing, accounting control, and operational workflows. We are seeking a highly organized Back Office & Invoicing Specialist to manage daily transactional processes and ensure accurate data entry within Odoo.

This role replaces a mixed customer service/accounting position and is focused on operational accuracy and financial discipline.

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Position Overview

The Back Office & Invoicing Specialist is responsible for:
• Processing all sales orders and invoices
• Managing returns and credit notes
• Bank reconciliation and payment pairing
• Monitoring receivables and payables
• Recording and monitoring expenses
• Maintaining price lists
• Assisting sales with accurate offers
• Supporting cost control and profitability checks

This is a detail-oriented role requiring ERP experience and strong process discipline.

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Key Responsibilities

1. Sales Order & Invoicing Management (Odoo)
• Process B2B and monitor B2C orders in Odoo
• Generate invoices and proforma invoices
• Issue credit notes
• Process returns and corrections
• Ensure correct VAT application
• Confirm pricing matches approved price lists
• Coordinate with warehouse for shipment confirmation

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2. Receivables & Bank Reconciliation
• Daily bank transaction pairing
• Match payments to invoices
• Monitor Accounts Receivable aging
• Flag overdue invoices to sales team
• Prepare AR aging reports
• Support collections tracking

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3. Payables & Expense Monitoring
• Record supplier invoices
• Enter and categorize company expenses
• Monitor expense documentation completeness
• Track due dates of supplier payments
• Assist in cost monitoring and expense reporting
• Prepare documents for Senior Controller review

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4. Pricing & Profitability Control
• Maintain and update official price lists in Odoo
• Ensure pricing consistency across clients
• Double-check sales offers for correct margin application
• Support sales team by preparing structured offers
• Flag pricing anomalies to Controller or Managing Director
• Monitor discount application accuracy

This role does NOT approve pricing changes but ensures correct execution.

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5. ERP & E-Commerce Coordination
• Work daily inside Odoo ERP
• Support integration between Shopify and Odoo
• Monitor order synchronization
• Correct data discrepancies
• Maintain accurate customer and product master data
• Ensure tax mapping accuracy

Experience with Odoo, Zoho, or similar ERP systems preferred.
Experience with Shopify or other e-commerce platforms is highly valued.

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6. Documentation & Compliance Preparation
• Prepare monthly transaction exports
• Organize VAT documentation
• Maintain structured digital filing
• Ensure audit trail readiness
• Assist Senior Financial Controller in preparing documents for Czech external accounting firm

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KPIs
• Invoice accuracy ? 99.5%
• Bank reconciliation completed daily
• AR aging within agreed targets
• Zero unauthorized pricing errors
• Monthly closing support completed by Day 3
• Clean and organized digital documentation

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Required Qualifications
• 3+ years experience in back office, accounting support, or invoicing
• Experience with ERP systems (Odoo preferred)
• Experience with accounting software
• Experience with Shopify or e-commerce platforms preferred
• Strong Excel skills
• Understanding of receivables and payables processes
• High attention to detail
• Strong written and verbal English
• Ability to work CET overlapping hours

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Ideal Candidate Profile
• Extremely organized
• Process-driven
• Comfortable with repetitive but critical tasks
• Strong numerical accuracy
• Understands margin logic
• Proactive in identifying discrepancies
• Not afraid to question incorrect data
• Comfortable working in structured reporting environment

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This Role Is NOT
• A sales role
• A strategic finance role
• A pricing approval role
• A decision-making accounting position

It is a structured execution and control role within ERP.

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What We Offer
• Stable long-term position
• Direct integration into European business structure
• Professional ERP exposure
• Growth opportunity into Senior Accounting role
• Competitive compensation based on experience
• Remote work with structured management

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To Apply

Please send:
• Updated CV to ----------
• ERP experience details (Odoo, Zoho, etc.)
• Accounting software experience
• E-commerce platform experience (if any)
• Availability (hours per week)
• Expected monthly salary

SKILL REQUIREMENT

Accounts Receivable Accounts Payable Invoicing

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Back Office & Invoicing Specialist

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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