Business & Finance Administrator

Business & Finance Administrator

Atlantic Technology Group (headquartered in both Houston, TX and Rockville, MD) is an international team of cellular and WiFi experts serving both consumer and enterprise sectors. We are happy to share that Silk Worldwide has merged with ATG, now two great teams, one shared vision! We operate multiple E-commerce platforms and Integration teams, currently serving markets in the USA and Canada.

Role Summary

The Business & Finance Administrator reports to the Head of Finance and keeps the administrative steps behind orders, invoicing and recurring business obligations accurate and on time.

The role works across Sales, Solution Delivery and Finance to prevent missing information from delaying orders or cash collection. It also maintains the calendars and records for registrations, insurance and other recurring requirements across ATG’s entities and jurisdictions.

Order to Invoice Coordination

Ensures customer orders move efficiently from approval through invoicing while maintaining complete and accurate documentation. Checks that the approved customer quote, customer purchase order, internal purchase order and job code are complete and consistent before an order is released.

Tracks approvals, order information and project records and follows up with Sales and Solution Delivery to resolve discrepancies before they cause rework.

Confirms that completed work has the required closeout records and customer documentation for timely invoicing.

Coordinates with the team issuing invoices, identifies items that have stalled and follows them through to resolution. Sales and Solution Delivery retain responsibility for pricing, scope and delivery decisions.

AR and AP Support

Provides administrative support that enables timely processing of receivables and payables while maintaining accurate supporting records.

Provides the AR/AP lead with complete records, approvals and follow-up needed to process payables and manage receivables. The AR/AP lead owns those functions.

Deposits customer checks promptly, records each deposit accurately and sends supporting documentation to the AR/AP lead.

Helps research invoice questions, missing customer POs, vendor documentation and payment discrepancies and involves the responsible team member when a decision is needed.

Maintains organized supporting records so project, customer and vendor transactions can be traced and reviewed.

Registrations, Tax Administration and Insurance

Maintains recurring compliance requirements and supports administrative activities across all operating entities and jurisdictions.

Maintains a calendar of entity registrations, annual reports, business licenses, jurisdiction requirements, SAM.gov and client or vendor portal renewals while tracking owners, due dates and proof of completion.

Coordinates the administrative steps for sales and use tax registrations and filings across jurisdictions, including gathering information and checking that assigned advisers or finance staff complete required work. The Head of Finance oversees tax positions and financial compliance.

Coordinates certificates of insurance, insurance registrations and renewals with brokers, advisers and internal owners.

Keeps portal profiles, entity information, access lists and related records current and flags gaps or approaching deadlines early.

Data Quality in Odoo and HubSpot

Maintains accurate, consistent and complete business records across company systems.

Maintains clean, complete customer, vendor and project records in Odoo and HubSpot, including consistent identifiers, job codes, contact details and required fields.

Runs regular checks for missing or inconsistent information, duplicate records and mismatches between systems. Corrects routine errors and works with the record owner on questions of scope, pricing, customer ownership or accounting treatment.

Coordinates with Sales, Solution Delivery and Finance to establish clear data entry responsibilities, document standards and follow up on recurring sources of bad data.

Process and Team Coordination

Supports efficient operations through organization, communication and continuous improvement.

Maintains straightforward checklists and procedures for recurring tasks and handoffs.

Identifies steps that can be automated or simplified and coordinates clearly assigned work with shared administrative resources.

Provides the Head of Finance with a concise view of overdue items, exceptions and decisions needed to keep work on track.

Core Competencies

Ownership
Owns outcomes end to end and drives work forward independently, without needing to be directed.

Follow-Through
Tracks work to completion and closes loops with the people responsible.

Accuracy
Catches mismatched quotes, POs, job codes, invoices and registrations.

Organization
Manages recurring deadlines across multiple entities, customers and jurisdictions.

Communication
Communicates clearly, proactively and concisely, responds promptly to requests and keeps stakeholders informed without being asked. Works directly with Sales, Solution Delivery, Finance, customers and outside partners to resolve routine issues.

Judgment
Knows when to resolve an issue independently and when to escalate a financial, tax or commercial decision.

Systems and Data Quality
Learns new systems, keeps records accurate and finds practical ways to reduce repetitive work.

AI Proficiency
Uses AI tools confidently and effectively to speed up routine work and rigorously checks AI output for errors before relying on it.

Flexibility
Adapts working hours readily to business needs, including early mornings, evenings or weekends when deadlines, customers or time zones require it.

Experience Requirements

Experience in business administration, project coordination, billing support, order management or a similar role.

Comfort working with customer and vendor POs, invoices, project records and deadline-driven administrative work.

Experience with an ERP or accounting system and customer or vendor portals is preferred. Odoo, QBO or Bill.com experience is helpful but not required.

Demonstrated proficiency using AI tools in day-to-day work, including verifying AI-generated output for accuracy and completeness. This is a core requirement of the role.

Ability to work across teams, spot gaps early and take ownership of outcomes, driving work to completion without being directed.

Education Requirements

High school diploma or equivalent required.

Relevant administrative experience is more important than a specific degree.

Job Type: Full-time

Pay: $40,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Vision insurance

Ability to Commute:

• Stafford, TX 77477 (Required)

Work Location: In person

Salary : $40,000 - $55,000