About the Role
We are seeking a highly organized and resourceful Administrative Assistant to support our team in contract management, payment collections, and process optimization. This role is ideal for someone who is tech-savvy, detail-oriented, and experienced in streamlining workflows through automation tools.
The ideal candidate will play a key role in ensuring contracts are signed on time, cash flow is improved through effective collections, and internal operations run efficiently.
Key Responsibilities
1. Contract Management & Collections
- Manage and track contracts to ensure timely execution and signature collection.
- Oversee accounts receivable and follow up on outstanding invoices to maintain healthy cash flow.
- Make 2–3 collection calls per week (approximately 10 per month), plus email follow-ups as needed.
- Coordinate contract and payment workflows to ensure accuracy and timeliness.
2. Invoicing & Payment Processing
- Generate invoices, send payment reminders, and track incoming payments.
- Support the finance team in reconciling collections and maintaining accurate financial records.
- Ensure professional and effective communication with clients regarding billing and payments.
3. Automation & Workflow Optimization
- Research and implement automation tools to improve processes related to:
- Contract distribution
- Electronic signature collection
- Invoicing and payment tracking
- Continuously analyze workflows to identify bottlenecks and propose solutions to reduce time and costs.
4. CRM & Systems Management
- Maintain and update client data in PipeDrive CRM and ensure all transactions and interactions are accurately logged.
- Use DocuSign to manage contract execution.
5. Reporting & Administrative Support
- Generate regular reports on contract status, collections performance, and process efficiency.
- Support leadership in strategic decision-making through organized data and actionable insights.
- Assist in other administrative and operational tasks as required.
Qualifications
- 2+ years of administrative experience is preferred
- Strong understanding of contract management and accounts receivable processes.
- Proficient in PipeDrive CRM, QuickBooks, and DocuSign (or willing to learn quickly).
- Excellent English communication skills—both written and verbal.
- Strong organizational skills, with a high level of attention to detail.
- Tech-savvy and comfortable learning new software tools.
- Ability to work independently and manage multiple priorities.
Preferred Skills
- Experience implementing automation tools and improving workflows.
- Background in administrative roles supporting client-facing teams.
- Basic understanding of financial reporting and invoicing systems.
This is a 100% Remote Work
Up to $6/hr
Full time
