Part-Time Studio Administrator & Billing Coordinator

Gardner Studio LLC; Oklahoma City (OK); Presencial; USD 30.000 - 34.000; A tiempo parcial

Descripción de la vacante

Gardner Studio in Oklahoma City is seeking an experienced part-time administrator to keep office operations and billing coordination organized, enabling the design team to focus on their work. The role is onsite, 20 hours per week, with compensation of $22–$25 per hour based on relevant experience.

You will report to Heather Gardner and interact with project leads, accountant and payroll provider. This position emphasizes efficient inbox management, calendar coordination, and timely billing

Formación

• Experience independently managing recurring administrative deadlines, records and follow-up in a professional office.
• Accurate handling of invoices, receipts or other financial documents, with the judgment to question missing or inconsistent information.
• Clear, professional writing and communication; discretion with client, employee and financial records.
• Practical proficiency with Outlook, Teams, Word and Excel, including maintaining a clear tracker and learning new software.
• The ability to prioritize, follow a documented process, ask useful questions and elevate decisions rather than guess.

Responsabilidades

• Monitor assigned inboxes during scheduled hours, route requests and maintain one action list with owners, next steps and due dates.
• Coordinate calendars, meetings, brief notes, travel logistics and routine visitor or phone requests while onsite.
• Track license, membership, software and insurance deadlines; coordinate certificate requests and route decisions to leadership.
• Collect receipts, employee expenses and consultant invoices; follow up on missing records and assemble a monthly billing checklist.
• After training and access approval, prepare Monograph invoice drafts from approved inputs. Send invoices and routine payment reminders through the approved workflow; document replies and elevate discrepancies.
• Assemble upcoming bills and renewal information for accounting review. Coordinate approved onboarding and offboarding checklists with payroll/benefits and IT contacts.
• Maintain office supplies and coordinate cleaning, facilities vendors and simple team-meeting logistics within approved limits.

Conocimientos

Admin experience

Invoice processing

Professional writing

MS Office

Outlook

Teams

Excel

Word

Herramientas

Monograph

QuickBooks

Descripción del empleo

Gardner Studio in Oklahoma City is seeking an experienced part-time administrator to keep office operations and billing coordination organized, enabling the design team to focus on their work. The role is onsite, 20 hours per week, with compensation of $22–$25 per hour based on relevant experience.

You will report to Heather Gardner and interact with project leads, accountant and payroll provider. This position emphasizes efficient inbox management, calendar coordination, and timely billing