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Role Description

We are looking for an awesome unicorn who can help with billing and administrative tasks.

Qualifications

• Must be able to work 40 hours weekly
• Must be able to work 8am to 5pm Mountain Time (US)
• Strong written and verbal communication skills
• Highly organized, detail-oriented, proactive, and able to manage multiple priorities independently
• Financial logic and ability to distinguish billable vs. non-billable work
• Comfortable using AI tools (ChatGPT, Gamma) and troubleshooting systems like RingCentral and Outlook

Requirements

• Invoicing, Billing, and Collections Support:
• Check monthly team hours against client agreements to ensure accurate invoicing
• Manage the full invoicing cycle using Anchor, including:
• Computing outstanding balances
• Invoicing overages
• Creating monthly invoice summaries
• Review employee time punches to confirm accuracy and properly distinguish billable vs. non-billable hours
• Assist with onboarding new employees into time-tracking systems
• Pull reports from Harvest (time tracking software) to support billing accuracy
• Review unpaid invoices weekly
• Confirm payment methods and follow up as needed
• Initiate professional collections processes at 60 days and ensure no invoice ages beyond 90 days
• Save vendor invoices to Drive
• Assist with paying bills and managing vendor payments
• Track expenses against the budget and flag discrepancies or concerns
• Administrative Support:
• Review software subscriptions monthly and update payment methods and handle renewals
• Proactively identify and eliminate unused licenses and duplicate seats
• Manage the Microsoft 365 CRM
• Assist with adding and removing users from Microsoft 365
• Manage RingCentral issues
• Communicate with new and existing vendors and answer inquiries
• Manage the lifecycle of all business contracts
• Track renewal dates for vendor contracts and software licenses
• Organize digital folders
• Use a task tracking software or Excel to review weekly priorities and deadlines
• Send weekly team utilization alerts outlining hours used vs. allocated
• Manage inboxes (review, respond to, or route emails and block spam emails)

Benefits

• Competitive hourly rates
• Wellness package
• Squad Breaks (paid time off)
• Quarterly performance bonuses
• Holiday and year-end bonuses
• Annual appraisal