Who We Are: Atlas Assistants - A Community of Growth and Excellence

At Atlas Assistants, we are more than just a support system; we empower businesses and their teams to thrive. Our mission is simple yet powerful:

• To alleviate operational burdens so our clients can focus on strategic growth.

• To build a growth-focused, supportive environment where our team members thrive and excel.

We are values-driven, growth-oriented, and committed to creating an inclusive, high-performing culture.

The Role: What You’ll Do

As our Billing and Operations Assistant, you ensure precise billing, payroll processing, seamless financial operations, and contract management. Beyond the numbers, you will serve as a key operational support player, helping coordinate day-to-day activities across different teams to ensure the business runs smoothly.

Your impact directly supports decision-making, financial accuracy, strong client relationships, and overall operational efficiency, enabling the company’s continued growth.

What Success Looks Like

In this role, you will:

• Ensure accurate and timely invoicing for all clients.

• Process payroll efficiently with zero discrepancies.

• Manage and deliver contracts to clients, ensuring compliance and timely execution.

• Reduce outstanding accounts receivable to improve cash flow.

• Perform regular account reconciliations to maintain financial accuracy.

• Deliver clear and actionable financial reporting and data analysis.

• Enhance client satisfaction through proactive billing and contract communications.

Your Core Responsibilities

Billing Operations:

• Perform daily reconciliation checks between Airtable and Stripe: charges, refunds, and cancellations.

• Monitor failed payments and follow up for resolution, escalating after 5 days if needed.

Payroll Management:

• Validate payroll data (hours, rates, bonuses) against approved records.

• Process payments via Deel, Wise, PayPal, or Payoneer with accurate amounts and correct payee details.

• Reconcile payroll immediately after processing to ensure ledger accuracy.

• Confirm EA overtime hours with clients and generate invoices in the correct billing cycle.

Contracts Management:

• Ensure both EA and client contracts are signed before work begins.

• Draft, review, and send contracts to EAs and clients using tools like PandaDoc.

• Ensure all EA and client contracts are accurate, approved, and delivered on time.

• Manage contract renewals and updates as needed.

Financial Admin and Reporting:

• Validate the MRR and Projected MRR and confirm it contains accurate values.

• Generate and deliver accurate financial reports weekly.

• Conduct account reconciliations within 5 business days of month-end.

• Follow financial processes to support compliance and audit readiness.

Subscription Management:

• Confirm clients about to start working with their EA and set up their subscription in Stripe.

• Pause or cancel subscriptions in Stripe as requested by team or client.

Operational & Cross-Functional Support:

• Provide administrative and coordination support to other departments (such as TA or Customer Success) to ensure smooth day-to-day operations.

• Assist with ad-hoc operational projects and workflows as business needs arise.

• Act as a reliable point of contact for internal team coordination, helping to unblock bottlenecks in daily processes.

Client Communication and Collaboration:

• Proactively communicate with clients on billing, contracts, and payment-related matters.

• Respond to inquiries promptly, ensuring a 95% client satisfaction rate in financial communications.

• Escalate issues where necessary to resolve client concerns efficiently.

Team Collaboration:

• Participate in weekly team meetings, monthly All-Hands meetings, and 1:1 check-ins with your manager.

• Proactively engage with team huddles as needed to address billing-related issues.

What We’re Looking For

We’re seeking a proactive and detail-oriented professional who thrives on delivering financial accuracy but is also flexible enough to wear different hats when the team needs support. An A-Player in this role is:

• Meticulous: Exceptional attention to detail and organizational skills.

• Proactive: Anticipates needs, solves problems, and escalates issues when necessary.

• Resourceful: Independent problem-solving abilities with strategic decision-making skills.

• Flexible Team Player: Willing to step outside the finance box to help the wider team succeed.

• Clear Communicator: Confident written/verbal communication to interact with clients and team members.

• Reliable: Accountable and consistent in meeting deadlines and KPIs.

Key Competencies & Technical Skills

• Competencies:

• Listening skills, proactive mindset, attention to detail, adaptability, persistence, and strong communication.

• Technical Skills:

• Primary Requirement: The ability to learn and adapt to new tools quickly is a must. We are looking for someone who is tech-savvy and resourceful.

• Preferred Stack: Experience with Stripe, Airtable, Google Workspace, Zoom, Notion, Slack, PandaDoc, Bill.com, Deel, and Wise/PayPal/Payoneer is a plus, but we are happy to train the right person.

Minimum Requirements

• Experience: At least 2 years in billing, payroll administration, contracts management, or similar roles.

• Timezone: Ability to work US Business Hours (Eastern Time)

• Skills: Strong technical proficiency, communication, and problem-solving skills.

• Mindset: Adaptability to a fast-paced environment with a solution-focused attitude.

Benefits That Support You

• Fair Compensation: $1200 - $1400 for a full-time role with opportunities for growth.

• Work-Life Balance: Flexible, remote work to fit your lifestyle.

• Professional Development: Access to ongoing mentorship, advanced training, and support to enhance your financial and operational expertise.

• A Supportive Culture: Join a team that values growth, accountability, and celebrates your success.

Is This Role Right for You?

If you’re ready to take ownership of financial processes, payroll, and contracts while being a versatile team player who supports the broader mission, this role is for you. You’ll thrive in a fast-paced, collaborative environment where your impact directly fuels success.

Apply now and be part of a community where your work truly makes a difference.

Atlas Assistants is an Equal Opportunity Business. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity, veteran status, or disability.