Role Overview:
We are seeking a detail-oriented and trustworthy Administrative Assistant to support two growing platforms, Terefic (reference-checking platform) and TurboCheck (fraud detection platform). This role focuses on billing operations, payment tracking, customer usage analysis, and general administrative support.
The ideal candidate is highly meticulous, data-driven, and an excellent written communicator who can proactively manage invoicing workflows and client communications.
Scope of Work:
- Invoicing & Billing
- Generate and send invoices via platforms such as Xero and Stripe
- Adjust invoices based on client usage (e.g., number of users or verifications)
- Monitor billing cycles and ensure timely invoicing
- Payment Tracking & Follow-Ups
- Consolidate and reconcile incoming payments across systems and bank accounts
- Track overdue invoices and send follow-up reminders promptly
- Maintain accurate payment records
- Customer Usage Analysis
- Extract and analyze client usage data from internal systems/databases
- Identify trends, anomalies, or opportunities for plan adjustments/upgrades
- Support periodic account reviews and cleanup processes
- Administrative Support
- Draft and respond to emails (including billing inquiries and follow-ups)
- Assist in preparing client proposals and documentation
- Support ad hoc administrative tasks as needed
Qualifications:
- Strong written communication skills (professional and clear email drafting)
- High attention to detail and accuracy
- Strong proficiency in Microsoft Excel or Google Sheets
- Data-oriented mindset with the ability to analyze and interpret usage data
- Proven experience in administrative, virtual assistant, or similar roles
- Trustworthy and able to handle sensitive financial and client information (NDA required)
- Nice to Have:
- Familiarity with AI tools and willingness to leverage automation
- Experience working with SaaS platforms or subscription-based billing
- Basic understanding of databases or data querying
Tools Required:
- Accounting & Billing: Xero, Stripe
- Productivity: Google Workspace / Microsoft Office (especially Excel)
- Communication: Email platforms
- Data Handling: Internal databases (training will be provided)
- Additional: Familiarity with AI tools is a strong plus
Shifts & Hours:
- Starting with a minimum of 10 hours per week
- Example schedule: ~2 hours per day, Monday–Friday
- Semi-flexible schedule:
- Core administrative tasks can be completed flexibly
- Some tasks may require overlap with US business hours (Central Time preferred)
Target Start Date:
- Target start: As soon as possible upon candidate selection