Administrative Clerk

Whisker Labs

1d•$50,000 - $55,000•Remote

About The Position

The Administrative Clerk supports the Fire Safety Team’s operational efficiency and documentation integrity. The role handles contractor invoices and customer reimbursement requests related to contractor visits that troubleshoot and mitigate electrical fire hazards for Ting customers. Duties include organizing, reviewing, processing, paying or requesting payment for invoices and reimbursements, maintaining digital records and reporting fields, and providing general administrative support. The position suits a highly organized, detail-oriented person who can multitask and prioritize effectively in a virtual environment. This is a full-time, fully remote position. Standard weekday office hours are based on the East Coast time zone, with flexibility depending on organizational needs and time zones. Occasional virtual meetings outside standard hours may be required. Periodic travel to the Germantown, Maryland office is a plus for meeting team members, initial training, and continuous improvement initiatives. Ting Labs provides computer equipment and software to support communication and work.

Requirements

High school diploma or equivalent.
Proven experience as an administrative clerk, office assistant, or in a similar role.
Exceptional organizational and time-management abilities.
Strong data-entry skills and attention to detail.
Strong communication and interpersonal skills, including comfort and experience using a range of communication tools.
Proficiency in Microsoft Office, including Word, Excel, and PowerPoint; database software; and ability to learn new digital tools and platforms.
Ability to work independently and self-manage in a remote environment.
Adaptability, problem-solving skills, integrity, confidentiality, and self-motivation to work as part of a team.

Nice To Haves

Further education or certification in administrative services, business administration, or a related field.
Experience working remotely.
Familiarity with document management and basic accounting practices.
Experience using Excel spreadsheets for invoicing or financial documentation.
Experience working with contractors.
Ability to travel periodically to the Germantown, Maryland office.

Responsibilities

Review and resolve issues with contractor invoices and customer reimbursement requests; process, pay or request payment for them, file invoices, and complete related reporting.
Update team digital reporting systems with accurate and current information, and assist with reports and presentations summarizing financial and operational data.
Check work for errors and flag discrepancies or missing data for follow-up.
Support workflows to enable timely contractor payments and customer reimbursements.
Provide administrative support to the Fire Safety Team, manage email communications, and maintain electronic filing systems.
Investigate payment and invoicing issues, and contact contractors and customers to obtain missing invoices or proof of customer payment.
Reconcile and pay credit card transactions against contractor invoices.
Ensure contractor visit reporting is complete and aligns with work performed and the customer’s Ting credit balance; request payment from the Ting Labs Finance team when payment cannot be made by credit card.
Coordinate with Ting Labs Finance to support accurate and timely accounting of Fire Safety Team activities.
Communicate with the Fire Safety Team, Finance, contractors, and customers by phone, email, SMS/text, chat, and video conferencing to resolve discrepancies and share updates.
Follow organizational policies and standard operating procedures, and contribute to best practices for remote document management and administrative efficiency.