Rhino Squad

This description is a summary of our understanding of the job description. Click on 'Apply' button to find out more. Role Description We are looking for an awesome unicorn who can help with billing and administrative tasks. Qualifications - Must be able to work 40 hours weekly - Must be able to work 8am to 5pm Mountain Time (US) - Strong written and verbal communication skills - Highly organized, detail-oriented, proactive, and able to manage multiple priorities independently - Financial logic and ability to distinguish billable vs. non-billable work - Comfortable using AI tools (ChatGPT, Gamma) and troubleshooting systems like RingCentral and Outlook Requirements - Invoicing, Billing, and Collections Support: - Check monthly team hours against client agreements to ensure accurate invoicing - Manage the full invoicing cycle using Anchor, including: - Computing outstanding balances - Invoicing overages - Creating monthly invoice summaries - Review employee time punches to confirm accuracy and properly distinguish billable vs. non-billable hours - Assist with onboarding new employees into time-tracking systems - Pull reports from Harvest (time tracking software) to support billing accuracy - Review unpaid invoices weekly - Confirm payment methods and follow up as needed - Initiate professional collections processes at 60 days and ensure no invoice ages beyond 90 days - Save vendor invoices to Drive - Assist with paying bills and managing vendor payments - Track expenses against the budget and flag discrepancies or concerns - Administrative Support: - Review software subscriptions monthly and update payment methods and handle renewals - Proactively identify and eliminate unused licenses and duplicate seats - Manage the Microsoft 365 CRM - Assist with adding and removing users from Microsoft 365 - Manage RingCentral issues - Communicate with new and existing vendors and answer inquiries - Manage the lifecycle of all business contracts - Track renewal dates for vendor contracts and software licenses - Organize digital folders - Use a task tracking software or Excel to review weekly priorities and deadlines - Send weekly team utilization alerts outlining hours used vs. allocated - Manage inboxes (review, respond to, or route emails and block spam emails) Benefits - Competitive hourly rates - Wellness package - Squad Breaks (paid time off) - Quarterly performance bonuses - Holiday and year-end bonuses - Annual appraisal