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TYPE OF WORK
Part Time
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SALARY
TBD
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HOURS PER WEEK
5
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DATE UPDATED
Oct 13, 2025
Location: Remote on Zoom
Status: Part-Time (15-20 hours a month)
Reports to: Director of Operations / CEO
US Based Time
Overview
We are seeking a detail-oriented and highly accountable invoicing and payroll specialist to manage complex, contract-based invoicing and bi-monthly payroll with zero errors and strict adherence to deadlines. This role is critical to our financial operations and requires ownership, responsiveness, and an ability to create and improve financial processes that support compliance and profitability.
Key Responsibilities
Invoicing & Billing
Accurately generate and submit client invoices by deadline, ensuring zero errors.
Manage complex invoicing requirements tied to contract terms, bill rates, overhead, and profit margins.
Set up new client projects and invoicing processes based on the contract and client preferences.
Create and maintain compliant invoice templates and documentation.
Proactively resolve discrepancies or delays in timesheet submissions and follow up to ensure timely billing.
Track and report invoice status, amounts billed, and amounts remaining across all contracts.
Conduct periodic audits of invoices and backup to ensure 100% compliance.
Payroll
Manage bi-monthly payroll processing with 100?curacy, including reconciliation of hours, expenses, and reimbursements.
Ensure all tea
Maintain confidential payroll records and personnel files in accordance with company policy and legal standards.
Process Development
Develop and update Standard Operating Procedures (SOPs) for invoicing, payroll, and project financial tracking.
Collaborate with operations team to streamline and document onboarding of new client accounts and billing processes.
Reporting & Analysis
Provide timely analysis of project-level utilization, labor allocation, overhead, and profit margins.
Maintain updated dashboards or spreadsheets tracking contract values, monthly billing, and remaining balances.
Alert leadership of any financial red flags or areas for improved profitability or efficiency.
Requirements
Proven experience managing client invoicing in a professional services or consulting firm.
Deep understanding of payroll processes, compliance, and California labor standards.
Highly proficient in spreadsheet tools (e.g., Excel, Google Sheets) and financial platforms (e.g., QuickBooks,
Strong organizational and time management skills; must deliver on-time without reminders.
Clear communicator who can respond same-day and follow through on open items.
Self-starter with the ability to create structure and clarity from ambiguity.
Experience creating and maintaining SOPs or operational workflows.
Extreme attention to detail is a must. Please send an
High level of discretion and accountability.
Preferred
Familiarity with government or public agency contracting requirements.
Experience with platforms such as ClickUp, Asana, or other project management tools.
Exposure to time-tracking and utilization analysis tools.
KPIs
Invoicing Accuracy
On-Time Invoice Submission
Payroll Accuracy
On-Time Payroll Processing
Timesheet Follow-Up and Recovery
Client Compliance
SOP Documentation
Utilization & Financial Reporting
Responsiveness
Issue Resolution
