Overview
Office Administrator Jobs in Charlotte, NC at Avail Labs, LLC
In this role, your daily responsibilities will focus on ensuring accurate billing, maintaining strong collection rates, managing accounts receivable (AR), coordinating travel and meetings, and handling key administrative tasks outlined below. You will work closely with our external accounting firm and report directly to the COO, with future reporting transitioning to the CFO.
Key Responsibilities
Sales Processing, Billing, & Invoicing Management
Processing daily transactions via credit card and invoice, ensuring financial data is collected accurately (via Stripe)
Client collections over the phone and in written correspondence
Deposits
Internal and External Receipt Management
Invoicing in Quickbooks
Liaising with outside accountant
Other duties as assigned
Meeting & Calendar Management
Manage and coordinate the CEO’s calendar, scheduling internal and external meetings
Travel Coordination & Logistics
Arrange and oversee travel for all employees and new hires
Administrative Aspects of Recruitment, Onboarding, & Offboarding
Running background checks
New Hire HR Paperwork & Onboarding
Background & Reference Checks
Ensuring BambooHR stays up to date
Administrative
Gathering company quotes
Maintaining files
Data entry
Triaging all billing and admin related inquires
Who You Are / Qualifications
We’re seeking a candidate who is excited to commit to this role for at least 3+ years. While there is potential for future growth and advancement, the ideal candidate will find fulfillment in developing within the role itself over time. Mastery of the position requires dedication and a willingness to grow steadily through hands-on experience.
Past experience in AR/AP or processing high volume of transitions
Past experience with a credit card processor (like Stripe) and Quickbooks a plus
A master of organization – You thrive on keeping things structured, prioritized, and on track.
A strong communicator – You write and speak clearly, making complex information easy to understand. You are comfortable having billing conversations with customers and managing all aspects of client billing from collections to invoicing.
Tech-savvy – You embrace technology and it’s easy for you to learn new systems
Detail-oriented & execution-focused – You ensure nothing falls through the cracks.
Seeking someone that is available to work in-office at least 3 days/week. Once the role is mastered, additional remote time may become available.
Job Type: Full-time
Pay: $70,000.00 – $90,000.00 per year
Benefits:
401(k)
401(k) matching
Dental insurance
Health insurance
Life insurance
Paid time off
Vision insurance
Schedule:
Monday to Friday
Application Question(s):
Must have exp in AP/AR experience yet strong executive assistant/admin
Must have exp in hospital / Healthcare
Work Location: Hybrid remote in Saint Petersburg, FL 33701
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Title: Office Administrator
Company: Avail Labs, LLC
Location: Charlotte, NC
