[Remote] Administrative Clerk- Fire Safety

Note: The job is a remote job and is open to candidates in USA. Whisker Labs is on a mission to save lives and property through innovative smart home technology and fire prevention. The Administrative Clerk will ensure operational efficiency and documentation integrity for the Fire Safety Team by organizing invoices, updating reporting systems, and providing administrative support.

Responsibilities

• Digitally organize, document, and file all invoices received from electrical contractors
• Ensure invoices are processed and recorded accurately in the online system for payment and tracking
• Update all necessary fields in the team's digital reporting systems to reflect current and accurate information
• Assist in the preparation of reports and presentations summarizing financial and operational data for review by financial department and external departments
• Perform error checking during work
• Flag discrepancies and missing data for follow-up
• Provide comprehensive administrative support to the Fire Safety Team, managing email communications, and maintaining electronic filing systems
• Serve as resource to investigate payment/invoicing issues for FST
• Track down missing invoices by contacting vendors and customers to get necessary documentation to complete processing
• Reconcile credit card transactions with contractor invoices
• Coordinate with Finance team to help ensure accurate and timely accounting of FST activities
• Work closely with the Fire Safety Team and external contractors to resolve any discrepancies in invoices or documentation, maintaining clear and open lines of communication via email, chat, and video conferencing to ensure all parties are informed of any changes or updates
• Adhere to all organizational policies and standard operating procedures ensuring that all work is completed
• Actively contribute to the development and implementation of best practices for remote document management and administrative efficiency

Skills

• High school diploma or equivalent
• Proven experience as an administrative clerk, office assistant, or similar role
• Exceptional organizational and time-management abilities
• Excellent data entry skills with high attention to detail
• Strong communication and interpersonal skills, comfortable with digital communication tools
• Proficiency in MS Office (Word, Excel, PowerPoint), database software, and comfort with learning new digital tools and platforms
• Ability to work independently and self-manage in a remote work environment
• Adaptability to various digital working environments
• Problem-solving skills
• Integrity and confidentiality
• A high degree of self-motivation to work as part of a team focused on achieving goals to support our customers and company growth
• Further education or certification in administrative services, business administration, or a related field is a plus
• Experience working remotely
• Familiarity with document management, basic accounting practices and use of Excel spreadsheets, especially related to invoicing or financial documentation

Benefits

• Competitive compensation
• Comprehensive benefits

Company Overview