Billing and Finance Admin - Fully Remote - Global

<p dir="ltr"><strong>Who We Are: Atlas Assistants - A Community of Growth and Excellence</strong></p><p dir="ltr">At <strong>Atlas Assistants</strong>, we are more than just a support system; we empower businesses and their teams to thrive. Our mission is simple yet powerful:</p><ul><li dir="ltr"><p dir="ltr"><strong>To alleviate operational burdens</strong> so our clients can focus on strategic growth.</p></li><li dir="ltr"><p dir="ltr"><strong>To build a growth-focused, supportive environment</strong> where our team members thrive and excel.</p></li></ul><p dir="ltr">We are values-driven, growth-oriented, and committed to creating an inclusive, high-performing culture.</p><h3 dir="ltr"><strong>The Role: What You’ll Do</strong></h3><p dir="ltr">As our <strong>Billing and Finance Admin</strong>, you ensure precise billing, payroll processing, seamless financial operations, and contract management. </p><p dir="ltr">Your impact directly supports decision-making, financial accuracy, and strong client relationships, enabling the company’s continued growth.</p><h3 dir="ltr"><strong>What Success Looks Like</strong></h3><p dir="ltr">In this role, you will:</p><ul><li dir="ltr"><p dir="ltr">Ensure <strong>accurate and timely invoicing</strong> for all clients.</p></li><li dir="ltr"><p dir="ltr">Process <strong>payroll</strong> efficiently with zero discrepancies.</p></li><li dir="ltr"><p dir="ltr">Manage and deliver <strong>contracts</strong> to clients, ensuring compliance and timely execution.</p></li><li dir="ltr"><p dir="ltr">Reduce <strong>outstanding accounts receivable</strong> to improve cash flow.</p></li><li dir="ltr"><p dir="ltr">Perform regular <strong>account reconciliations</strong> to maintain financial accuracy.</p></li><li dir="ltr"><p dir="ltr">Deliver clear and actionable <strong>financial reporting and data analysis</strong>.</p></li><li dir="ltr"><p dir="ltr">Enhance client satisfaction through <strong>proactive billing and contract communications</strong>.</p></li></ul><h3 dir="ltr"><strong>Your Core Responsibilities</strong></h3><h4 dir="ltr"><strong>Billing Operations:</strong></h4><ul><li dir="ltr"><p dir="ltr">Review <strong>Projected MRR</strong> to ensure all clients and numbers are accurate.</p></li><li dir="ltr"><p dir="ltr">Confirm clients scheduled for active subscriptions meet onboarding completion requirements.</p></li><li dir="ltr"><p dir="ltr">Maintain zero discrepancies for <strong>churned and refunded clients</strong>.</p></li><li dir="ltr"><p dir="ltr">Perform <strong>daily reconciliation checks</strong> between Airtable and Stripe: charges, refunds, and cancellations.</p></li><li dir="ltr"><p dir="ltr">Monitor <strong>failed payments</strong> and follow up for resolution, escalating after 5 days if needed.</p></li><li dir="ltr"><p dir="ltr">Confirm and bill <strong>EA overtime hours</strong> with client approval.</p></li><li dir="ltr"><p dir="ltr">Ensure all <strong>VA buyouts</strong> and <strong>new revenue charges</strong> are reflected correctly.</p></li></ul><h4 dir="ltr"><strong>Payroll Administration:</strong></h4><ul><li dir="ltr"><p dir="ltr">Manage <strong>payroll processing</strong> through platforms like <strong>Deel, Wise, PayPal, and Payoneer</strong>.</p></li><li dir="ltr"><p dir="ltr">Validate payroll data for accuracy, ensuring timely payments to team members.</p></li><li dir="ltr"><p dir="ltr">Reconcile payroll records with financial systems.</p></li></ul><h4 dir="ltr"><strong>Contracts Management:</strong></h4><ul><li dir="ltr"><p dir="ltr">Draft, review, and <strong>send contracts</strong> to clients using tools like <strong>PandaDoc</strong>.</p></li><li dir="ltr"><p dir="ltr">Ensure all client contracts are accurate, approved, and delivered on time.</p></li><li dir="ltr"><p dir="ltr">Maintain a comprehensive record of contract statuses and follow up for <strong>client approvals</strong> and signatures.</p></li><li dir="ltr"><p dir="ltr">Manage contract renewals and updates as needed.</p></li></ul><h4 dir="ltr"><strong>Financial Administration:</strong></h4><ul><li dir="ltr"><p dir="ltr">Generate and deliver accurate <strong>financial reports</strong> monthly.</p></li><li dir="ltr"><p dir="ltr">Conduct account reconciliations within 5 business days of month-end.</p></li><li dir="ltr"><p dir="ltr">Follow financial processes to support compliance and audit readiness.</p></li></ul><h4 dir="ltr"><strong>Client Communication and Collaboration:</strong></h4><ul><li dir="ltr"><p dir="ltr">Proactively communicate with clients on billing, contracts, and payment-related matters.</p></li><li dir="ltr"><p dir="ltr">Respond to inquiries promptly, ensuring a <strong>95% client satisfaction rate</strong> in financial communications.</p></li><li dir="ltr"><p dir="ltr">Escalate issues where necessary to resolve client concerns efficiently.</p></li></ul><h4 dir="ltr"><strong>Team Collaboration:</strong></h4><ul><li dir="ltr"><p dir="ltr">Participate in weekly <strong>team meetings</strong>, monthly <strong>All-Hands meetings</strong>, and 1:1 check-ins with your manager.</p></li><li dir="ltr"><p dir="ltr">Proactively engage with team huddles as needed to address billing-related issues.</p></li></ul><h3 dir="ltr"><strong>What We’re Looking For</strong></h3><p dir="ltr">We’re seeking a <strong>proactive and detail-oriented professional</strong> who thrives on delivering financial accuracy. An <strong>A-Player</strong> in this role is:</p><ul><li dir="ltr"><p dir="ltr"><strong>Meticulous</strong>: Exceptional attention to detail and organizational skills.</p></li><li dir="ltr"><p dir="ltr"><strong>Proactive</strong>: Anticipates needs, solves problems, and escalates issues when necessary.</p></li><li dir="ltr"><p dir="ltr"><strong>Resourceful</strong>: Independent problem-solving abilities with strategic decision-making skills.</p></li><li dir="ltr"><p dir="ltr"><strong>Clear Communicator</strong>: Confident written/verbal communication to interact with clients and team members.</p></li><li dir="ltr"><p dir="ltr"><strong>Reliable</strong>: Accountable and consistent in meeting deadlines and KPIs.</p></li></ul><h3 dir="ltr"><strong>Key Competencies &amp; Technical Skills</strong></h3><ul><li dir="ltr"><strong>Competencies:</strong><ul><li dir="ltr"><p dir="ltr">Listening skills, proactive mindset, attention to detail, persistence, and strong communication.</p></li></ul></li><li dir="ltr"><strong>Technical Skills:</strong><ul><li dir="ltr">Experience with: <ul><li dir="ltr"><p dir="ltr"><strong>Stripe</strong></p></li><li dir="ltr"><p dir="ltr"><strong>Airtable</strong></p></li><li dir="ltr"><p dir="ltr"><strong>Google Workspace</strong></p></li><li dir="ltr"><p dir="ltr"><strong></strong><strong>Zoom</strong></p></li><li dir="ltr"><p dir="ltr"><strong>Notion</strong></p></li><li dir="ltr"><p dir="ltr"><strong>Slack</strong></p></li><li dir="ltr"><p dir="ltr"><strong>PandaDoc</strong></p></li><li dir="ltr"><p dir="ltr"><strong>bill.com</strong></p></li><li dir="ltr"><p dir="ltr"><strong>deel.com</strong></p></li><li dir="ltr"><p dir="ltr"><strong>Wise/PayPal/Payoneer</strong></p></li></ul></li><li dir="ltr"><p dir="ltr">Ability to learn and adapt to new tools quickly.</p></li></ul></li></ul><h3 dir="ltr"><strong>Minimum Requirements</strong></h3><ul><li dir="ltr"><p dir="ltr"><strong>Experience:</strong> At least 2 years in billing, payroll administration, contracts management, or similar roles.</p></li><li dir="ltr"><p dir="ltr"><strong>Timezone:</strong> Ability to work <strong>US Business Hours (Eastern Time)</strong></p></li><li dir="ltr"><p dir="ltr"><strong>Skills:</strong> Strong technical proficiency, communication, and problem-solving skills.</p></li><li dir="ltr"><p dir="ltr"><strong>Mindset:</strong> Adaptability to a fast-paced environment with a solution-focused attitude.</p></li></ul><h3 dir="ltr"><strong>Benefits That Support You</strong></h3><ul><li dir="ltr"><p dir="ltr"><strong>Fair Compensation:</strong> $1200 - $1400 for a full-time role with opportunities for growth.</p></li><li dir="ltr"><p dir="ltr"><strong>Work-Life Balance:</strong> Flexible, remote work to fit your lifestyle.</p></li><li dir="ltr"><p dir="ltr"><strong>Professional Development:</strong> Access to ongoing mentorship, advanced training, and support to enhance your financial and operational expertise.</p></li><li dir="ltr"><p dir="ltr"><strong>A Supportive Culture:</strong> Join a team that values growth, accountability, and celebrates your success.</p></li></ul><h3 dir="ltr"><strong>Is This Role Right for You?</strong></h3><p dir="ltr">If you’re ready to take ownership of financial processes, payroll, and contracts while delivering precision and clarity, this role is for you. You’ll thrive in a fast-paced, collaborative environment where your impact directly fuels success.</p><p dir="ltr">Apply now and be part of a community where your work truly makes a difference.</p><p dir="ltr"><strong>Atlas Assistants is an Equal Opportunity Business.</strong> All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity, veteran status, or disability.</p><p><br></p> •

Last updated on Jan 9, 2025