Administrative Clerk

Overview

This role is a full-time, fully remote Administrative Clerk position supporting the Fire Safety Team (FST). Responsibilities focus on maintaining operational efficiency and documentation accuracy, including processing contractor invoices and handling customer reimbursements related to contractor visits that troubleshoot and mitigate electrical fire hazards.

Responsibilities

• Invoice Management & Payments

  • Review, resolve issues, process, and file invoices received from contractors.
  • Process payment requests and complete reporting tied to contractor invoices.
  • Process customer reimbursements, including maintaining proof of payment documentation for reimbursements.
  • Support timely payment workflows for contractors and reimbursements for customers.

• Data Entry & Reporting

  • Enter and update required fields in the team’s digital reporting systems to ensure information is accurate and current.
  • Perform error checking on work; flag discrepancies and missing data for follow-up.
  • Assist in preparing reports and presentations summarizing financial and operational data for internal review by the financial department and external departments.

• Administrative Support

  • Manage email communications and maintain electronic filing systems.
  • Investigate payment and invoicing issues for the FST.
  • Track down missing invoices and proof of customer payment by contacting contractors and customers to obtain documentation needed for processing.
  • Reconcile and pay credit card transactions associated with contractor invoices.
  • Ensure contractor visit reporting is complete and aligns with work performed relative to the customer’s Ting credit balance; if credit card payment is not possible, request payment through the organization’s Finance team.
  • Coordinate with the Finance team to support accurate, timely accounting of FST activities.

• Collaboration & Communication

  • Work with the FST, Finance team, external contractors, and customers to resolve invoice or documentation discrepancies.
  • Maintain clear communication through phone, email, SMS/texting, chat, and video conferencing.

• Compliance & Best Practices

  • Follow organizational policies and standard operating procedures.
  • Contribute to the development and implementation of best practices for remote document management and administrative efficiency.

Requirements

• Education

  • High school diploma or equivalent.
  • Further education or certification in administrative services, business administration, or a related field is a plus.

• Experience

  • Proven experience as an administrative clerk, office assistant, or similar role, preferably with remote work experience.
  • Familiarity with document management, basic accounting practices, and use of Excel spreadsheets—especially for invoicing or financial documentation—is highly desirable.
  • Experience working with contractors is a plus.

• Skills

  • Exceptional organizational and time-management abilities.
  • Excellent data entry skills with high attention to detail.
  • Strong communication and interpersonal skills; comfortable using communication tools to resolve questions and issues.
  • Proficiency in MS Office (Word, Excel, PowerPoint) and database software; ability to learn new digital tools and platforms.
  • Ability to work independently and self-manage in a remote environment.

• Characteristics

  • Adaptability to various digital working environments.
  • Problem-solving skills, integrity, and confidentiality.
  • High degree of self-motivation and ability to work as part of a team.

Working Conditions

• Full-time, fully remote position.
• Candidates must have a suitable home office setup or be able to work effectively from a remote location.
• Computer equipment and software to support team communication and overall work will be provided by the employer.
• Standard weekday office hours apply based on the East Coast time zone, with flexibility depending on organization needs and time zones.
• Occasional virtual meetings outside of standard hours may be required.
• Ability to travel periodically to the Germantown, MD office is a plus for in-person meetings, initial training, and continuous improvement initiatives.

Compensation & Benefits

• Pay range: $50,000 - $55,000 USD per year

Location

• Remote (United States)

Equal Opportunity Statement

The employer is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.