Administration Manager

This is a fully remote position, open to applicants in United States.

📋 Description

• Facilitate client billing processes and engage with customers regarding invoices and collections.

• Aid in the entry, approval, and payment of vendor invoices using BILL and QuickBooks.

• Assist in the preparation of contracts utilizing templates and support the approvals and management of records.

• Contribute to the analysis of financial or operational data to deliver accurate and timely reporting.

• Provide high-level administrative support to up to three C-suite executives, including tasks such as scheduling, correspondence, travel arrangements, and expense management.

• Conduct desk research, prepare for meetings, and manage basic project tasks.

• Help draft essential business and operational policies and procedures while promoting team adoption.

• Support user management and ensure data accuracy in Salesforce, Asana, BILL, Stripe, QuickBooks, Navan, and other systems.

• Oversee the tracking and quarterly reporting of organizational KPIs and annual objectives.

• Assist in taking meeting minutes and coordinating follow-up action items directly.

• Provide support for events and carry out other assigned administrative responsibilities.

⛳️ Requirements

• A minimum of 3 years of experience in operations, finance, and/or administrative support within a dynamic environment, ideally supporting executive-level management.

• A Bachelor’s degree is mandatory.

• Proven experience in operations, compliance, project management, accounting, and/or finance.

• Proficiency in Google Workspace and Microsoft Office 365, including spreadsheets and presentation software.

• Familiarity with accounting systems such as QuickBooks Online and AR/AP systems.

• Experience with CRM or relational database platforms like Salesforce or HubSpot.

• An MBA is an advantage.

🏝️ Benefits

• Medical coverage (PPO, HSA, or HMO options where available), dental and vision insurance: employer pays 100% of the employee premium and 30% for dependents.

• Dependent Care FSA.

• Basic Term Life Insurance, with additional voluntary life coverage available for employees, spouses, and dependent children.

• Short- and long-term disability insurance.

• Optional Critical Illness, Accident, and Hospital Indemnity Insurance.

• Retirement 401K plan: employer matches dollar-for-dollar up to 3% of gross wages and 50 cents on the dollar for the next 1% (totaling a 3.5% match).

• Employee Assistance Program.

• Generous holiday, vacation, and sick leave policies.

• Holidays: 15 days per year, inclusive of 2 floating holidays.

• Vacation: 15 days (for years 1 - 4) and 20 days (for year 5 and beyond).

• Sick leave: 10 days annually.