We are Triangle Media Partners

Billing and Administrative Assistant

Role Overview

The Billing and Administrative Assistant is a part-time position that supports the day-to-day financial and administrative operations of the company by managing receivables, collections, office operations, and administration. This role plays a key part in maintaining accurate financial records, supporting organizational cash flow, and ensuring the office environment operates efficiently and professionally. The position also provides operational and administrative support to the Finance and Sales Teams, assists with company events and vendor management.

Key Accountabilities & Responsibilities

The essential duties for this position:

1. Manage invoicing, receivables and collections within company systems and processes to maintain organizational cash flow targets.
2. Keep overdue collection balances and bad debt within established thresholds.
3. Process and report daily accounts receivable transactions.
4. Manage subscriptions, complimentary magazine mailing lists and assist Creative Operations with distribution lists.
5. Maintain accurate receivable and client records in CRM systems to support Finance and Sales Teams.
6. Assist with month-end and year-end accounts receivable and administrative reporting processes.
7. Manage office operations including maintaining supplies and equipment, office environment, company lunches and/or meetings, company outings and general office space leasing communications.
8. Serve as a secondary point of contact for the Finance Team in the event the direct supervisor is out of the office or otherwise unavailable.
9. Assist with company produced events with administrative and day-of tasks as assigned.
10. Manage vendor files.
11. Assist with CRM platform data related tasks to support Finance and Sales Teams.
12. Additional tasks as needed to support the office and organization.

Key Performance Indicators (KPIs)

Clear metrics by which the success of the role is measured:

• KPI #1: Maintain total monthly collections based on historical amounts to meet cash flow needs.
• KPI #2: Maintain total Accounts Receivables that are 60+ past days due less than 10%.
• KPI #3: Maintain total annual Bad Debt as less than .25% of gross revenue.
• KPI #4: Increase subscriptions by 10% YoY through renewals and new subscribers.

Skills and Qualifications

The competencies required to fulfill this role:

• Strong organizational skills with the ability to manage multiple priorities, deadlines and recurring processes with accuracy and attention to detail.
• Experience handling invoicing, collections, payment processing and maintaining accurate financial records.
• Professional written and verbal communication skills with the ability to interact effectively with clients, vendors and internal teams.
• Ability to maintain confidentiality and exercise discretion is paramount when handling financial and employee-related information.
• Proficiency in Microsoft Office and Google Workspace, particularly Excel and/or Google Sheets.
• Comfortable managing office operations and administrative tasks in a fast-paced environment.
• Positive, proactive and service-oriented with a willingness to assist across departments as needed.
• A background and reference check will be required of this position.

Seats & Structure

This role fits into the larger organization as follows:

• Reports To: Cassady Orsini, Accounting and Administration Manager
• Department: Finance and HR
• Manages: None

Benefits

• Retirement Savings: SIMPLE IRA with company match up to 3% of annual salary, the maximum allowed by law (eligible after 1 year)
• Summer Hours: Early closure at 3:30 p.m. on Fridays between Memorial Day and Labor Day