Junior Billing & Office Administrator

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• Cleveland, OH
• Onsite
• Full-Time

The Junior Billing & Office Administrator is a dual role that keeps Fountain’s office running and supports the billing team. About 30% of the role is hands-on office administration: supplies, the kitchen, vendors, team lunches, client gifting, errands, trade show logistics and any needed support tasks. The other 70% is billing: entering payables, following up on receivables and helping prepare monthly client invoices as directed.

This is a great fit for an organized, dependable self-starter who likes variety, is comfortable running errands, and wants to grow their accounting and operations skills inside a growing digital marketing agency. Billing deadlines come first during the month-end and the first days of each month, when client invoices go out.

Office, kitchen and supplies

• Maintain the kitchen and snack area: keep it stocked, clean and organized, and place orders for snacks, coffee, water and paper goods.
• Order, track and restock office supplies, printer toner and paper, keeping a simple inventory and reorder list.
• Keep shared spaces and conference rooms tidy and meeting-ready.
• Track office purchases and submit receipts so spending stays within the monthly office budget.

Facilities and vendors

• Contact building maintenance and property management about outstanding issues in the suite, and follow up until they are resolved.
• Coordinate office vendors such as cleaning, coffee and water service, and printer or equipment repair.
• Manage office keys and access cards, and keep the first aid kit and emergency contact list current.

Team meetings and events

• Once leadership sets direction, coordinates and does the legwork for company meetings: booking space, catering, materials, setup and cleanup.
• Coordinate, order and pick up the Wednesday team lunches.
• Help plan team celebrations such as birthdays, work anniversaries and holiday events.

Client gifting

• Send client gifts throughout the year, such as thank-you, welcome and milestone gifts.
• Coordinate client holiday gifting: build the recipient list with account leads, order gifts, include cards and track delivery.

Trade shows and conferences

• Coordinate trade show supplies, giveaways and displays for events such as ASHA, NIC, Argentum, Leading Age and SMASH.
• Keep an inventory of booth displays, banners, branded giveaways and printed materials, and reorder ahead of each show.
• Arrange shipping of trade show materials to and from venues, and help book travel and hotels for attending staff.

Mail, errands and front desk

• Make copies, scan and file documents, and run errands.
• Handle post office and courier runs, and receive, sort and distribute incoming mail and packages.
• Greet visitors and clients, and keep the reception area presentable.

New hire and general support

• Prepare for new hires: desk setup, keys, welcome items and first-day logistics, working with IT on equipment.
• Ship equipment and materials to remote team members as needed.
• Maintain a simple office procedures guide and vendor contact list.
• Provide general office administration support to leadership and the team.

Accounts payable

• Enter vendor invoices and payables into Quick Books Online and the Google Drive expense files the Sr. Director of Finance uses for the preparation of financial statements.
• Route invoices for approval and check them for accuracy before entry.
• Collect receipts and support the monthly American Express credit card reconciliation.
• Collect W-9s and keep vendor records and AP files organized.

Accounts receivable

• Record client payments in Quick Books Online.
• Follow up on open and past-due invoices with friendly reminders, working with account leads on client outreach.
• Help keep the AR aging report current and flag issues.

Monthly client billing

• Support monthly client billing as directed, including updating the billing file and preparing draft invoices for review.
• Help ensure invoices go out on time at the start of each calendar month.
• Keep billing and financial records organized, accurate and confidential.

Expense Report Monitoring

• Tracking of expense report charges and flagging any items requiring follow-up from the St. Director of Finance.

• Experience: 1-2 years in office administration, accounting support, billing or a similar role. Internships count.
• Education: High school diploma required; associate’s degree or coursework in…