Administrative Clerk- Fire Safety

About the Role

As an Administrative Clerk in a fully remote capacity, you will play a pivotal role in ensuring the operational efficiency and documentation integrity of the Fire Safety Team. Your main responsibilities will include the meticulous organization, documentation, and digital filing of invoices from electrical contractors, updating all related fields for accurate and 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: Digitally organize, document, and file all invoices received from electrical contractors. Ensure invoices are processed and recorded accurately in the online system for payment and tracking.
• 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.
• 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 FST. Track down missing invoices by contacting vendors and customers to get necessary documentation to complete processing. Reconcile credit card transactions with contractor invoices. Coordinate with Finance team to help ensure accurate and timely accounting of FST activities.
• Collaboration and Communication: Work closely with the Fire Safety Team and external contractors to resolve any discrepancies in invoices or documentation, maintaining clear and open lines of communication via email, 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.
• Skills:
• • Exceptional organizational and time-management abilities.
  • Excellent data entry skills with high attention to detail.
  • Strong communication and interpersonal skills, comfortable with digital communication tools.
  • 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.

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 Whisker Labs.

Whisker 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.