Office & AR Administrator

At Portland Heights, we’re setting a higher standard: delivering excellence in every product, process, and interaction. We exist for the ones who turn “never been done” into “watch us do it,” and we believe great execution and reliability are what make that possible.

The Office & AR Administrator is a part-time, in-person role supporting accounts receivable, collections follow-up, cash handling, and day-to-day office administration. This position plays a key role in ensuring cash, payments, and invoice tracking tasks are completed accurately, consistently, and on time. This is an execution-focused role that follows established processes and supports Business Operations by handling repeatable operational tasks. The Office & AR Administrator escalates discrepancies, exceptions, or judgment-based issues to Business Operations leadership and maintains strict accuracy and confidentiality when working with financial data.

Part Time, Hourly

Approximately 24 hrs per week (3 days/wk)

• Financial Operations & Collections Support
• Support weekly cash pickups, counting, and deposits following established procedures
• Maintain accurate cash, deposit, and payment logs
• Track invoices, payments, and outstanding balances in internal systems
• Maintain and update AR aging reports
• Send templated collections emails and follow up on past-due invoices as directed
• Document all payment and collections activity clearly and consistently
• Assist with basic AP tracking and invoice organization
• Escalate discrepancies, exceptions, or sensitive accounts to Business Operations leadership
• Maintain confidentiality and accuracy when handling cash and financial information
• Office & Administrative Support
• Manage basic office needs including supplies, groceries, mail, and deliveries
• Keep the clean, organized, and stocked for daily operations
• Support meeting logistics, shared spaces, and calendars as needed
• Assist with onboarding and offboarding logistics, including workspace setup and materials
• Support basic administrative tasks in systems such as Gusto (document uploads, verifications)
• Assist with light office coordination and administrative tasks
• Support local errands, deposits, and pickups as required
• Provide ad hoc administrative support to Business Operations leadership

• 1+ years of experience in an office, administrative, or operational support role; experience handling cash, invoices, or financial documentation is a plus
• Highly organized, dependable, and detail-oriented
• Comfortable handling cash, invoices, and sensitive financial information
• Clear and professional written communication skills for collections follow-up
• Ability to follow established processes and complete tasks consistently
• Proficient with Google Workspace, Asana, and Slack
• Familiarity with Leaf Link is a plus
• Valid driver’s license and ability to travel locally for deposits and office errands

Portland Heights provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.