Remote Billing & Contracts Admin Assistant

HireLATAM; United Kingdom; Remote; GBP 40,000 - 60,000; Full time

Job summary

A leading recruitment agency is seeking a Remote Billing & Contracts Admin Assistant to manage invoicing and provide contract support. The ideal candidate will have experience with QuickBooks and Microsoft Office Suite, allowing them to navigate a fast-paced environment efficiently. This full-time remote position offers a salary of $1,500 - $2,000 USD/month, and applicants must submit a voice video recording as part of their application.

Qualifications

• Experience preparing invoices and verifying job information.
• Ability to assist with contract review and enter job information.
• Experience generating and analyzing reports for clients.

Responsibilities

• Prepare invoices in QuickBooks and ensure timely distribution.
• Assist with contract entry and manage inquiries.
• Generate internal and client reports using Excel.

Skills

Proficient experience with Microsoft Office Suite

Billing experience

Ability to handle a fast-paced work environment

QuickBooks proficiency

Tools

QuickBooks

Salesforce

Excel

BigTime

Job description

HireLatam is a premier recruitment agency that places top Latin American talent in independent contractor roles in US companies. With a proven track record and a commitment to excellence, we're your trusted partner in the pursuit of career success. Our extensive network, personalized approach, and supportive guidance ensure that you're in the best hands to find your next job opportunity.

Job Title

Remote Billing & Contracts Admin Assistant (100% Work From Home)

Location: Remote from Latin America

Position Type: Full-time

Salary: $1,500 - $2,000 USD/month

Schedule: Monday - Friday, 8:00am - 5:30pm or 7:30am - 5:00pm Eastern Time

Our Client

Our client is a civil construction services company founded in 2007. Originating during the Great Recession, the company initially focused on erosion control services. Over the years, the company has expanded its offerings to include site services, green infrastructure, utility installation, hydro excavation, and stormwater facility maintenance. In March 2024, the company moved to a new headquarters and added turnkey site development to its services.

Responsibilities

• Billing and Invoicing: Prepare invoices by accurately entering data from Project Managers' invoice billing cover sheets into QuickBooks. Verify that job information and unit prices align with contracts or signed agreements. Review and address special billing requirements, such as emailing invoices to specific contacts (e.g., accounts payable), preparing AIA forms (G702 & G703) or lien waivers, submitting invoices through client portals as required, ensuring timely and accurate distribution of invoices to clients, maintaining and updating the contract matrix daily, monitoring outstanding job tickets and collaborating with Project Managers, and generating and submitting quarterly backlog reports to the Director of Finance.
• Contract and Administrative Support: Assist with contract review and entry for both Muller, Inc. and DFM Development Services, LLC, using Salesforce, QuickBooks, and BigTime software. Enter new job information into the Dominion Payroll system. Develop and maintain organized contract files for periodic reviews. Provide Certificates of Insurance (COIs) to clients upon request. Manage contract prequalification processes and enroll in CCIP & OCIP programs as needed. Monitor and respond to inquiries from shared inboxes.
• Reporting and Other Responsibilities: Generate and analyze reports using Excel for internal and client purposes. Support DFM's monthly billing process, including preparing reports, communicating with DFM Directors, and managing lien waivers. Handle the distribution and mailing of invoices to clients, including follow-ups via email. Perform additional administrative tasks as assigned.

Qualifications, Skills and Key Competencies

• Proficient experience with Microsoft Office Suite, billing experience
• Able to handle a fast-paced work environment
• Able to draft invoices within 2 business days of receipt from PM, respond to emails within 2 business days
• Utilize QuickBooks to process and issue a high volume of invoices, ensuring data accuracy and compliance with signed contracts or agreements
• Send out DMF invoices (300+) within 2 business days from BigTime

Application Disclaimer

To ensure a fair and efficient hiring process, all applications must meet the mandatory requirements listed in the job description.

Voice/Video Recording is REQUIRED. Your application cannot be considered without a voice or video recording. It must be at least 30 seconds long and in English. Submissions in any other language or missing a recording will be automatically disqualified.

Mandatory Knockout Questions. Each application includes knockout questions designed to verify minimum qualifications required by the client. If you answer NO to any of these, you will be immediately disqualified from the hiring process for not having the experience requested for the role. The citizenship question is also a knockout if you answer YES, as we are only able to hire Latin American talent based in Latin America.

Apply Wisely. To maintain fairness, apply to no more than three jobs and only if you fully meet the listed qualifications. Applying to roles you don’t qualify for will not improve your chances and may affect future applications.

Check Your SPAM Folder. All important updates will be sent via email, so be sure to check your inbox and spam/junk folders to avoid missing any communication.

We appreciate your interest and look forward to reviewing your application!