Executive Assistant -

Payroll & Billing Specialist Location:

Boca Raton, Florida Job Type:

Full-Time Department:

Administration /

Finance Compensation:

Competitive salary based on experience Position Overview We are seeking a highly organized, detail-oriented, and dependable Executive Assistant with strong experience in payroll processing, billing, accounts receivable, and billing dispute resolution to join our team in Boca Raton, Florida. This position is ideal for someone who can provide executive-level administrative support while taking ownership of essential financial and billing functions. The successful candidate will be comfortable managing confidential payroll information, preparing and reviewing invoices, researching billing discrepancies, communicating with customers and vendors, and ensuring that payments and records are accurate and up to date. The ideal candidate is proactive, professional, resourceful, and capable of managing multiple priorities in a fast-paced business environment. Key ResponsibilitiesPayroll Administration Assist with processing and reviewing employee payroll to ensure accuracy and timely payment. Maintain payroll records, employee information, and related documentation. Review timesheets, hours worked, overtime, and payroll adjustments. Investigate and resolve payroll discrepancies in coordination with management and payroll providers. Maintain confidentiality of employee compensation and other sensitive information. Billing & Invoicing Prepare, review, and issue customer invoices accurately and on schedule. Monitor outstanding invoices, payments, credits, and account balances. Verify billing information and supporting documentation before invoices are submitted. Maintain organized billing records and assist with monthly financial reporting. Coordinate with customers, vendors, and internal departments to ensure billing accuracy. Billing Disputes & Account Reconciliation Research and resolve customer billing disputes, invoice discrepancies, and payment issues. Communicate professionally with customers and vendors regarding disputed charges and outstanding balances. Review contracts, invoices, purchase orders, and supporting documents to identify errors. Track disputed invoices through resolution and maintain accurate records of all follow-up. Work with management and accounting personnel to process corrections, credits, and adjustments. Identify recurring billing issues and recommend improvements to prevent future discrepancies. Executive & Administrative Support Provide direct administrative support to company executives and management. Manage calendars, schedule meetings, coordinate appointments, and organize business communications. Prepare reports, maintain electronic and physical records, and assist with special projects. Handle confidential business information with discretion and professionalism. Follow up on outstanding tasks, deadlines, payments, and other important business matters. Help improve administrative workflows and maintain efficient day-to-day operations. Qualifications Previous experience as an Executive Assistant, Administrative Assistant, Payroll Administrator, Billing Specialist, or in a similar role. Demonstrated experience with payroll processing, invoicing, billing, and resolving billing disputes. Strong knowledge of accounts receivable, account reconciliation, and basic accounting procedures. Proficiency in Microsoft Excel, Word, Outlook, and accounting or payroll software. Excellent organizational skills and exceptional attention to detail. Strong written and verbal communication skills. Ability to investigate discrepancies, solve problems, and follow issues through to resolution. Ability to manage multiple responsibilities independently and meet deadlines. High level of integrity and ability to maintain confidential financial and employee information. Preferred Qualifications Experience with QuickBooks, ADP, Paychex, or similar accounting and payroll platforms. Experience working with customer accounts, vendor billing, or high-volume invoicing. Background in logistics, transportation, distribution, or another service-based industry is a plus. Experience preparing spreadsheets, financial summaries, and management reports. What We're Looking For We are looking for someone who takes ownership, anticipates problems, and gets things done. The right candidate is not simply an administrative assistant but a trusted business support professional who can help keep payroll accurate, billing organized, disputes resolved, and daily operations running smoothly. If you are detail-oriented, financially organized, professional, and skilled at keeping business operations on track, we encourage you to apply.

Pay:

$40,000.00 - $45,000.00 per year

Benefits:

Paid time off

Work Location:

In person