Finance Administrator

Position Type: Remote, Full Time
Working Hours: CST

About Pavago:
Pavago is seeking a proactive and detail-oriented Finance Admin to support one of our clients: an innovative, data-driven company committed to delivering actionable insights and solutions. As they scale, maintaining financial accuracy and smooth executive communication is vital, and this role plays a key part in that mission.

Job Overview:

The Finance Admin will be responsible for overseeing client billing through QuickBooks, managing communication related to invoicing and payments, and supporting our CEO with executive email management. The ideal candidate will be highly organized, tech-savvy, and an excellent communicator, capable of working independently while maintaining high standards of accuracy and professionalism.

Key Responsibilities:

• Billing Oversight: Monitor and manage client invoices through QuickBooks, ensuring timely payments and resolving discrepancies.
• Client Communication: Send templated email reminders for outstanding payments and assist clients with billing-related inquiries.
• Payment Support: Help clients set up or troubleshoot payment methods and escalate complex issues when necessary.
• Executive Assistance: Manage CEO email inbox, draft responses using context and pre-approved templates, and ensure timely follow-up on key communications.
• Process Improvement: Suggest improvements to existing billing and communication workflows to boost efficiency and accuracy.
• Confidentiality: Maintain strict confidentiality with sensitive financial and client information.

Required Qualifications:

• 2+ years in an administrative, finance, or billing-related role, preferably within a remote setting.
• Proficient in QuickBooks Online and general client billing workflows. Comfortable using AI tools and navigating modern email management systems.
• Prior experience supporting C-level executives and working in client-facing roles with a focus on finance or billing.
• Familiarity with CRM platforms and task/project management tools (e.g., HubSpot, Notion, Trello).
• Experience implementing or managing automated workflows for invoicing or email responses.
• Strong written communication skills with a high level of attention to detail and ability to follow brand tone and messaging.
• Self-starter with excellent time management and the ability to juggle multiple responsibilities independently.

What Does a Typical Day Look Like?

Your day may start with checking QuickBooks for unpaid invoices and sending out reminders to clients using pre-approved templates. You’ll help troubleshoot payment issues and respond to inquiries, then turn your focus to supporting the CEO by drafting or managing email responses and flagging key communications. Throughout the day, you’ll ensure billing tasks are on track and client communications remain timely, clear, and aligned with the company’s tone.

Interview Process:

• Initial Phone Call: A quick intro call to learn more about you and your background.
• Video Interview: A 30-minute video conversation to assess technical and soft skills.
• Final Interview: A direct meeting with the client for alignment and role fit.
• Background Checks: Reference and employment verification before onboarding.

Ready to Apply?