Virtual Assistant
About the Role
Texas Sports Academy is a K-12 school designed for serious student-athletes who want both elite academics and high-level athletic development. Students cover 2x the material in just 2 hours a day, using the same 2-Hour Learning model as Alpha Schools. That frees up their entire afternoon for serious training, where they work alongside former pro and D1 athletes coaching them at the highest standard.
We are hiring a Virtual Assistant to own our billing operations. This is a focused role centered on invoicing, payment tracking, and family billing communication. You will make sure invoices go out on time, payments are recorded accurately, and any billing questions from families are handled clearly and professionally. This is a fully remote, full-time three-month contract with potential to extend based on performance and ongoing needs.
We are looking for someone with excellent written and spoken English, sharp attention to detail, and a track record of handling billing or accounts receivable work independently. You are comfortable working with numbers, chasing outstanding balances without escalating the temperature, and keeping records clean. We care more about the accuracy and consistency you have delivered than the credentials on your resume.
What You'll Do
- Issue Invoices: Generate and send accurate invoices to families on the defined billing cadence, applying the correct tuition, fees, and adjustments for each account.
- Track Payments: Record incoming payments, reconcile them against open invoices, and keep every account current in our billing system.
- Follow Up on Balances: Send reminders, follow up professionally on past-due invoices, and escalate the small number of accounts that need attention from leadership.
- Handle Billing Questions: Respond to family billing questions over email quickly and clearly, resolving straightforward issues directly and looping in leadership on anything unusual.
- Maintain Clean Records: Keep the billing system organized, accurate, and audit-ready, including account details, payment history, and adjustments.
- Report on Billing Status: Provide a weekly summary of invoices sent, payments received, and outstanding balances so leadership always knows where things stand.
- Perfect English: Excellent written and spoken English is the hard requirement for this role. Every invoice, reminder, and reply must read as clear, professional, and on-brand.
- Billing or Accounts Receivable Experience: You have handled invoicing, payment reconciliation, or accounts receivable work and can walk through the process you followed.
- Attention to Detail: You can be trusted with every invoice amount, payment record, and account balance without exception.
- Professional Communication: You can chase an overdue balance and keep the relationship intact. Your tone stays calm, clear, and respectful in every message.
- Reliable Home Setup: Quiet workspace, strong internet, and availability during standard U.S. business hours (Central Time preferred).
- Location: Fully remote. U.S. work authorization required.
Bonus Points
- QuickBooks, Stripe, or Similar Billing Platforms: Hands-on experience with common invoicing, payment processing, or accounting tools.
- School or Membership Billing Experience: Prior experience handling family, member, or subscription billing at a school, gym, or similar organization.
- Bilingual (English/Spanish): Ability to communicate with Spanish-speaking families.
- AI Forward: Comfort using AI tools to draft communications and speed up repetitive work.
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