Administrative & Billing Assistant

About the Role

PGAM Media is a programmatic advertising company based in Coral Gables, Florida, operating remotely. The business runs its own ad technology and media brands and works with agencies, advertisers, and publishers across the digital advertising space. The team is small and fast-paced, with a culture that rewards organized, dependable people who enjoy learning and growing quickly.

This opening is for an Administrative & Billing Assistant who will support the daily operations of the company. The role is split evenly between general administrative support and invoicing/billing. On the administration side, you will help keep workflows, files, and communications organized. On the billing side, you will ensure invoices are issued correctly, payments are monitored, and billing records remain accurate.

This opportunity is well suited to someone at an early stage in their career who is detail-focused, dependable, and comfortable working with numbers. Previous billing experience is not required. Training will be provided on the company’s tools and processes for a candidate who is organized, quick to pick things up, and committed to doing work carefully.

Administrative Responsibilities

• Manage routine administrative tasks such as scheduling, correspondence, and document or record handling.
• Maintain internal folders, trackers, and files so they stay current and easy to use.
• Assist with vendor and contract administration, including storing agreements and monitoring important deadlines.
• Help coordinate actions across team members and follow up to ensure tasks are completed.
• Support general operational work whenever needed.

Invoicing and Billing Responsibilities

• Create, issue, and monitor invoices for clients and partners.
• Log incoming payments and match them against outstanding invoices.
• Keep billing trackers and records accurate and updated.
• Follow up on unpaid or late invoices as needed.
• Assist with basic bookkeeping and month-end activities, with training provided.
• Identify and escalate discrepancies or items that do not reconcile.

Qualifications and Requirements

• Strong organizational habits and a detail-oriented working style.
• Comfort working with numbers and openness to learning billing and bookkeeping processes.
• Dependable, self-driven, and able to follow through without constant reminders.
• Basic spreadsheet capability.
• Clear and professional written communication skills.
• Sound judgment and the ability to handle confidential information responsibly.
• Motivation to learn and develop within the company.

Nice-to-Have Experience

• Any prior exposure to invoicing, billing, or bookkeeping.
• Familiarity with QuickBooks Online or similar accounting tools.
• Interest in digital advertising, media, or technology.

Compensation and Benefits

• Practical training and the opportunity to develop real skills in billing and operations.
• A tight-knit team with direct access to leadership.
• Opportunity for growth as responsibilities expand.

Additional Information

Listed benefits mention health coverage, PTO, and a hybrid schedule as placeholders to be added.