Accounting & Admin Assistant

Why Offsite?

While there are many benefits for employers and employees alike in working remotely, running any company is challenging enough, let alone a remote-first organization.

Offsite (offsite is helping create more engaged, connected, and empathetic workplaces of the future by allowing People Leaders at high-growth tech companies to easily plan, manage, and follow-up after team retreats and other types of Offsites.

Offsite is looking for Accounting & Admin Assistant that will work with multiple departments with accounting and administrative needs.

This is a unique opportunity to:

👉 join a VC-backed startup as a part-time, hourly contractor (and possibly full-time in the future)

👉 work wherever you want and however you want (so long as you have exceptional WiFi connection, US preferred and/or EST hours a “must”)

👉 build a network of staff at leading hotels around the world as well as Chiefs of Staff, Executive Assistants, and People Leaders at high-growth companies who use Offsite

👉 be part of a dynamic, fast-growing startup revolutionizing the way teams connect and collaborate in-person

👉 and so much more!

About The Role

Although this is a part-time , hourly contractor role, you will be onboarded and treated as part of Offsite’s amazing and diverse team.

Compensation will be hourly and based on experience level. We expect at least 10 hours of work/week, potentially up to 20 hours/week for some projects and/or if you are absolutely crushing it and we want to give you more responsibilities.

You are someone who:

• Has 2+ years experience with very basic accounting (invoicing, tracking etc.)

• Has strong email communication skills

• are comfortable in a fast paced, startup environment

• are detail-oriented (to test this, please send us your favorite GIF when you email us to apply for the role)

• are entrepreneurial and take extreme ownership, even if given few parameters

• Comfortable using the following softwares, and/or will learn exceptionally fast:

  • Google Sheets

  • Hubspot

  • Stripe

  • Brex

  • ChatGPT (beyond the basics…like can you make a Project? Develop custom instructions and highly detailed prompts that automate away workflows?)

What Does Success Look Like?

• Speed up our Accounts Receivables

• Audit our monthly software spend and find places to save thousands/month.

• Save our outsourced accounting and finance team dozens of hours per month.

• Save our leadership team multiple hours per week collectively.

• Assisting with budgeting and capacity planning projections.

• Take extreme ownership in handling your accounting and admin responsibilities

• Find ways to optimize, operationalize, and automate various workflows, including with the use of AI. Don’t worry about working yourself out of billable hours - impress us instead so we decide to give you more responsibilities and/or a full-time job!

Sample Job Responsibilities:

Sales Department:

• Invoicing Clients and Users

• Following up on unpaid invoices

Marketplace Department:

• Invoice Vendors and Venues for commissions after an event

• Interview Vendors and Venues to identify ways we can speed up Accounts Receivables such as developing deposit schedules to pull forward commissions.

• Follow up on unpaid invoices

Client Success Department:

• Invoice clients for headcount increases from their original contract and for onsite event support

• Invoice clients for travel and lodging costs

• Assist in managing our highest end clients with expense tracking (as we manage all their line items in the offsite budget like a procurement team).

  • Work with client to set up anything that their accounting department needs to be able to pay us, such as delivering W9s or completing vendor onboarding forms with their procurement teams

  • Pay invoices for their offsite on their behalf, save receipts and track invoices

  • Reconcile the event expenses with client payment to Offsite and issue any refunds or invoice for any balances

• Record team commissions and report it to the CEO twice a month to be included in paychecks.

Accounting:

• Assisting with monthly closes to chase down information requested by our outsourced accounting team.

• Brainstorming ways to improve key metrics like CAC:LTV, Gross Margins, and other enterprise value creation.

• Documenting new Standard Operating Procedures to share with relevant departments.

To Be Considered For The Role:

1. Email jobsoffsite with the following:

   1. a Loom video explaining why you want to work with Offsite and why you’d be an excellent fit for this role

   2. include in your email and/or Loom video some examples of any accounting systems or workflows you’ve developed, screenshots of things you’ve managed before, and/or anything else to suggest you are great at this type of work.

   3. send a resume and a short cover letter / paragraph. We look for people who are detail oriented, so be sure to re-read this job description for our easter egg.