Administrative Clerk

Administrative Clerk

We're on a mission to save lives and property, leading the next wave in smart home technology and fire prevention with Ting. This intelligent sensor and concierge service monitors a home's electrical network to detect electrical hazards that often lead to the most devastating and catastrophic fires. While on the job preventing fires inside a home, Ting also helps monitor the electrical grid, contributing to increased community fire safety and reduced environmental impact that comes with fire reduction. We're steadfastly addressing the long-underserved realm of electrical fire prevention with leading-edge technology and embarking on the next stage of our growth.

As an Administrative Clerk in a fully remote role, you will play a pivotal role in ensuring the Fire Safety Team's (FST) operational efficiency and documentation integrity. Your main responsibilities will include activities associated with acquiring, reviewing, processing and paying contractor invoices and customer reimbursements associated with contractor visits that performed troubleshooting and mitigated electrical fire hazards for Ting customers. This work involves meticulously organizing, documenting, and digitally filing invoices from contractors/customers; updating related fields for accurate, timely reporting; and assisting with a variety of administrative tasks to support the team's goals. This position is ideal for someone who is highly organized, detail-oriented, and possesses a strong capability to multitask and prioritize work effectively in a virtual environment.

What You'll Do

• Invoice Management/Payment: Review, resolve issues, process, pay/request payment, file invoices and complete reporting associated with invoices received from contractors and customers requesting reimbursement (including proof of payment for reimbursements).
• Data Entry and Reporting: 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. Support efforts to maintain workflow to ensure timely payment to contractors and reimbursements to customers.
• Administrative Support: 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 the FST. Track down missing invoices/proof of customer payment by contacting contractors and customers to get necessary documentation to complete processing. Reconcile and pay credit card transactions with contractor invoices. Ensure contractor visit reporting is complete and aligns with the work performed relative to the customer's Ting credit balance and request payment by the Ting Labs Finance team if not able to be paid by credit card. Coordinate with Ting Labs Finance team to help ensure accurate and timely accounting of FST activities.
• Collaboration and Communication: Work closely within the FST, Ting Labs Finance team, external contractors and customers as needed to resolve any discrepancies in invoices or report documentation, maintaining clear and open lines of communication via phone, email, SMS/texting, chat and video conferencing to ensure all parties are informed of any changes or updates.
• Compliance and Best Practices: 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.

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 experience working remotely. Familiarity with document management, basic accounting practices and use of Excel spreadsheets, especially related to 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 and experienced with all forms of communication tools to most efficiently complete the work and to get answers/problems resolved.
• 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.
• Characteristics: Adaptability to various digital working environments, problem-solving skills, integrity, confidentiality, and a high degree of self-motivation to work as part of a team focused on achieving goals to support our customers and company growth.

Working Conditions:

• This is a 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 Ting Labs.
• 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 to accommodate team collaboration across different locations.
• Ability to travel periodically to our Germantown, MD office a plus to meet team members in person, attend initial training and work on continuous improvement initiatives.

Why Join Us?

By joining our team, you will have the opportunity to be a part of a groundbreaking technology that is creating a new category while helping to protect families, homes, and communities from the devastating impacts of electrical fires. We are a passionate team, dedicated to revolutionizing fire prevention to make the world a safer place. Our pace and growth trajectory offer exceptional opportunities for professional development, and we offer competitive compensation and comprehensive benefits. If you want to take ownership, shape strategy, and drive meaningful change, you'll love Ting Labs.

Ting Labs 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.