Billing and Finance Admin - Fully Remote - Global

Who We Are: Atlas Assistants - A Community of Growth and Excellence

At Atlas Assistants, we are more than just a support system; we empower businesses and their teams to thrive. Our mission is simple yet powerful:

• To alleviate operational burdens so our clients can focus on strategic growth.

• To build a growth-focused, supportive environment where our team members thrive and excel.

We are values-driven, growth-oriented, and committed to creating an inclusive, high-performing culture.

The Role: What You’ll Do

As our Billing and Finance Admin, you ensure precise billing, payroll processing, seamless financial operations, and contract management. 

Your impact directly supports decision-making, financial accuracy, and strong client relationships, enabling the company’s continued growth.

What Success Looks Like

In this role, you will:

• Ensure accurate and timely invoicing for all clients.

• Process payroll efficiently with zero discrepancies.

• Manage and deliver contracts to clients, ensuring compliance and timely execution.

• Reduce outstanding accounts receivable to improve cash flow.

• Perform regular account reconciliations to maintain financial accuracy.

• Deliver clear and actionable financial reporting and data analysis.

• Enhance client satisfaction through proactive billing and contract communications.

Your Core Responsibilities

Billing Operations:

• Review Projected MRR to ensure all clients and numbers are accurate.

• Confirm clients scheduled for active subscriptions meet onboarding completion requirements.

• Maintain zero discrepancies for churned and refunded clients.

• Perform daily reconciliation checks between Airtable and Stripe: charges, refunds, and cancellations.

• Monitor failed payments and follow up for resolution, escalating after 5 days if needed.

• Confirm and bill EA overtime hours with client approval.

• Ensure all VA buyouts and new revenue charges are reflected correctly.

Payroll Administration:

• Manage payroll processing through platforms like Deel, Wise, PayPal, and Payoneer.

• Validate payroll data for accuracy, ensuring timely payments to team members.

• Reconcile payroll records with financial systems.

Contracts Management:

• Draft, review, and send contracts to clients using tools like PandaDoc.

• Ensure all client contracts are accurate, approved, and delivered on time.

• Maintain a comprehensive record of contract statuses and follow up for client approvals and signatures.

• Manage contract renewals and updates as needed.

Financial Administration:

• Generate and deliver accurate financial reports monthly.

• Conduct account reconciliations within 5 business days of month-end.

• Follow financial processes to support compliance and audit readiness.

Client Communication and Collaboration:

• Proactively communicate with clients on billing, contracts, and payment-related matters.

• Respond to inquiries promptly, ensuring a 95% client satisfaction rate in financial communications.

• Escalate issues where necessary to resolve client concerns efficiently.

Team Collaboration:

• Participate in weekly team meetings, monthly All-Hands meetings, and 1:1 check-ins with your manager.

• Proactively engage with team huddles as needed to address billing-related issues.

What We’re Looking For

We’re seeking a proactive and detail-oriented professional who thrives on delivering financial accuracy. An A-Player in this role is:

• Meticulous: Exceptional attention to detail and organizational skills.

• Proactive: Anticipates needs, solves problems, and escalates issues when necessary.

• Resourceful: Independent problem-solving abilities with strategic decision-making skills.

• Clear Communicator: Confident written/verbal communication to interact with clients and team members.

• Reliable: Accountable and consistent in meeting deadlines and KPIs.

Key Competencies & Technical Skills

• Competencies:

  • Listening skills, proactive mindset, attention to detail, persistence, and strong communication.

• Technical Skills:
  • Experience with: 

    • Stripe

    • Airtable

    • Google Workspace

    • Zoom

    • Notion

    • Slack

    • PandaDoc

    • bill.com

    • deel.com

    • Wise/PayPal/Payoneer

  • Ability to learn and adapt to new tools quickly.

Minimum Requirements

• Experience: At least 2 years in billing, payroll administration, contracts management, or similar roles.

• Timezone: Ability to work US Business Hours (Eastern Time)

• Skills: Strong technical proficiency, communication, and problem-solving skills.

• Mindset: Adaptability to a fast-paced environment with a solution-focused attitude.

Benefits That Support You

• Fair Compensation: $1200 - $1400 for a full-time role with opportunities for growth.

• Work-Life Balance: Flexible, remote work to fit your lifestyle.

• Professional Development: Access to ongoing mentorship, advanced training, and support to enhance your financial and operational expertise.

• A Supportive Culture: Join a team that values growth, accountability, and celebrates your success.

Is This Role Right for You?

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.

Apply now and be part of a community where your work truly makes a difference.

Atlas Assistants is an Equal Opportunity Business. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity, veteran status, or disability.