Accounts Receivable & Billing Coordinator
ABOUT US
Shelterwood Collective is a cooperative of healers — therapists, counselors, bodyworkers, energy healers, coaches, and spiritual practitioners. Each practitioner is an independent business and our collective fosters sustainability and vitality for our practitioner members by providing business administration support, a dynamic community, opportunities for learning and development, and shared resources. Our mission is to cultivate whole person healing for collective well-being. Together we serve individuals, relationships, families, and communities in the greater Seattle area and throughout Western Washington.
THE ROLE
We are seeking a highly organized, detail-driven Accounts Receivable & Billing Coordinator to own and manage the full lifecycle of incoming and outgoing practitioner-earned funds within our collective.
This role is responsible for the accurate intake, reconciliation, allocation, and distribution of practitioner-earned funds across multiple systems—including insurance payments and member payouts. You will work across platforms such as QuickBooks, Stripe, Plooto, Sessions Health (EHR), healthcare portals, and internal spreadsheets to ensure financial accuracy and integrity at every step.
This is a hands-on, systems-oriented role for someone who loves working with numbers, tracking details, and bringing order to complexity. The ideal candidate takes pride in clean books, clear processes, and closing loops.
You will collaborate with our Director of Services, CFO, accounting and bookkeeping team, billing team, and practitioner members, but this role requires a high degree of independence and ownership.
ESSENTIAL FUNCTIONS
Financial Operations Ownership
- Own accounts payable and accounts receivable from start to finish
- Track, reconcile, and allocate incoming practitioner-earned funds (including insurance payments)
- Execute accurate and timely distribution of funds to members
- Maintain financial accuracy across all systems and records
Reconciliation & Reporting
- Perform regular account reconciliations across bank accounts, Stripe, and accounting systems
- Identify, investigate, and resolve discrepancies independently
- Generate and maintain reports related to payments, payouts, and financial activity
- Support financial visibility for leadership through clear, reliable reporting
Systems & Process Management
- Work across multiple platforms (QuickBooks, Stripe, Plooto, Sessions Health, spreadsheets, paper checks) with fluency
- Maintain organized, auditable financial records and workflows
- Improve and streamline financial processes for efficiency and clarity
- Ensure consistency and accuracy across systems
Billing & Payment Coordination
- Support billing workflows, including insurance-related payments and claims tracking
- Monitor payment status and follow up on outstanding or denied claims as needed
- Coordinate with practitioners regarding balances, payouts, and billing questions
Cross-Team Coordination
- Collaborate with CFO and Director of Services on financial operations and reporting
- Serve as a reliable point of contact for members regarding payments and financial processes
- Support internal alignment between financial systems and operational workflows
YOU ARE
- Detail-obsessed — you catch what others miss and take pride in accuracy
- Systems-minded — you naturally organize, streamline, and improve processes
- Ownership-oriented — you like being responsible for a full cycle, not just pieces
- Financially fluent — comfortable working with numbers, reconciliations, and reports daily
- Efficient and focused — you move tasks to completion and close loops
- Tech-comfortable — you can quickly learn and navigate multiple platforms
- Grounded communicator — clear, direct, and professional in written and verbal communication
EXPERIENCE & SKILLS
- Experience in accounts payable/receivable, bookkeeping, or financial operations
- Demonstrated experience with reconciliation and financial reporting
- Proficiency with QuickBooks (or similar accounting software)
- Strong competency in spreadsheets (Excel or Google Sheets)
- Experience managing multiple financial systems simultaneously
- High level of accuracy and attention to detail
- Ability to manage and prioritize recurring financial workflows
PREFERRED (BUT NOT REQUIRED)
- Experience with healthcare billing or insurance payments
- Familiarity with Stripe, Plooto, or EHR systems (e.g., Sessions Health)
- Understanding of HIPAA and handling protected or sensitive information
- Experience in small business, startup, or multi-stakeholder environments
ABOUT THE ENVIRONMENT
We are a healing collective committed to whole-person care, sustainability, and collective well-being. While this role is primarily financial and operational, it exists within a relational and values-driven ecosystem. The ideal candidate is someone who can hold both precision and humanity—bringing rigor and reliability to financial systems while working within a collaborative, mission-driven community.
COMPENSATION & BENEFITS
- Reports to: Director of Service
- Hours: Full-time (40 hours/week)
- Employment type: Full-Time; W2
- Payroll taxes covered (i.e. FICA, Medicare, L&I)
- Salary: $65,000-75,000 depending on experience, skill set, and scope
- Format: This role requires in person presence at our home space in Pioneer Square with the opportunity to also work remotely occassionally
- Paid time off
- 1 hour earned per 40 hours worked
- 10 paid holidays
- Paid sick and family leave
- 1 hour earned for every 40 hours worked (not including overtime)
- Healthcare benefits
- 50% of health insurance premiums covered for employees working 24 hours/week $200/month health care stipend for employees who choose to opt out of medical coverage
- Vision and dental coverage available
- Retirement benefits
- 401K retirement plans with 3.5% company match
- Additional benefits
- Unlimited ORCA transit pass covered at 100%
- Access to Shelterwood Collective’s programming and professional development opportunities
- 20% off Apothecary purchases
- A collaborative, supportive work environment rooted in values of community and healing.
TO APPLY
Please send a cover letter and resume to [email protected]. Position will be open until filled with priority given to applications received by April 15.
ANTI-DISCRIMINATION & BELONGING
Shelterwood Collective is an equal opportunity employer. We are committed to cultivating a workplace rooted in dignity, respect, and belonging. We do not discriminate on the basis of race, color, national origin, ancestry, religion, creed, sex, gender identity or expression, sexual orientation, age, disability, marital status, veteran status, immigration status, genetic information, or any other characteristic protected by law.
We believe that lived experience is a form of wisdom. We recognize that systems of oppression have shaped access to opportunity, safety, and economic mobility, and we are committed to building a workplace that actively counters those harms.
Folks who are queer, trans, non-binary, Black, Indigenous, people of color, disabled, parents, immigrants; are/have been system-impacted; and/or have experienced systemic oppression or gender-based violence are strongly encouraged to apply. If you are excited about this role but your experience does not align perfectly with every qualification, we still invite you to apply.
We are committed to providing reasonable accommodations throughout the hiring process and in employment. Please let us know what you need to participate fully.
Pay: $65,000.00 - $75,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Paid sick time
- Paid time off
Work Location: In person
