Administrative Assistant

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