What are the responsibilities and job description for the Administrative Assistant position at Megastar HR?
Administrative Assistant Summary: Are you detail-oriented, organized, and passionate about supporting a high-performing team? Megastar HR is recruiting for a skilled Administrative Assistant to support a Utah-based Chief Financial Officer and franchise operations team with responsibilities focused on billing, document auditing, payment reconciliation, and data coordination. This role is ideal for someone with QuickBooks experience, billing, and invoicing background, and a strong administrative skill set—especially in a franchise, multi-location, or pet care environment. Join a mission-driven company that is changing lives through obedience training and the power of the human-animal bond!
Schedule: Part-time, 20 hours per week, 100% remote, Must be available Tuesdays and Thursdays for team meeting from 9:30-10:30am MT
Pay: $22-$24 per hour, depending on experience
Day-to-Day:
- Billing & Payment Processing: Prepare and issue weekly and monthly invoices (e.g., royalty fees, technology fees, advance course payments). Track all billing activities using Excel/Google Sheets; reconcile invoices with payments. Communicate with franchisees to collect outstanding balances and ensure timely payment. Ensure all billing aligns with the franchise agreement and company policy.
- Document Auditing & Data Accuracy: Audit QuickBooks records and internal files for accuracy and compliance. Cross-reference franchise data, correct discrepancies, and maintain updated records. Ensure all documentation meets standards in the company’s operations manual.
- Franchise Operations Support: Coordinate across departments to support franchise owner needs and operational timelines. Collaborate with Account Managers to provide exceptional internal and external service. Float between teams to assist with administrative projects and departmental goals.
- CRM & Reporting: Enter and maintain accurate records in CRM and billing systems. Create and distribute reports using Microsoft Excel or Google Sheets. Organize and maintain digital filing systems and shared drives.
What It Takes to Succeed:
- High School Diploma or GED required; Associate’s degree preferred.
- Minimum 1 year of experience in administrative, finance, or operations support, preferably in a franchise, pet-related, or service-based business
- QuickBooks Online certification preferred (or willingness to obtain).
- Skills & Competencies: Proficient in QuickBooks, CRM platforms, Microsoft Office, and Google Workspace. Advanced Excel or Google Sheets skills (formulas, formatting, data validation). Strong communication, collaboration, and time management skills. High level of accuracy and attention to detail with financial data. Ability to handle confidential information with discretion.
Salary : $22 - $24