[Remote] Administrative Assistant

Note: The job is a remote job and is open to candidates in USA. Long Capture is a company dedicated to helping commercial technologies reach the warfighter through government funding programs. The Administrative Assistant role focuses on supporting day-to-day administrative and operational tasks across HR and Financial Operations, ensuring that internal systems are organized and accurate.ResponsibilitiesOrganize and maintain company administrative, HR, and finance files, ensuring documentation is complete, accurate, and up to datePerform accurate data entry across internal systems and tracking toolsSupport document management, including document preparation, formatting, filing, and record retentionUpdate and maintain administrative and accounting-related boards in Monday.comAssist with onboarding and offboarding logistics, including but not limited to document preparation, scheduling, and tracking completion of related tasksAssist with invoicing and invoice trackingCollect, organize, and maintain receipt and expense recordsReview recurring software subscriptions and expenses for accuracy and cost-effectivenessAssist in reviewing and processing vendor invoices and billsTrack overdue invoices and support follow-up on outstanding balancesAssist with collections activities, including collecting documentation and organizing materials for legal and/or collections casesSupport client meetings related to invoicing questions or concerns, without primary facilitation responsibilityMaintain internal trackers, logs, and administrative systems across administrative functionsAssist with company event planning and travel coordinationExecute routine, repeatable tasks with consistency, accuracy, and attention to detailCollaborate with internal team members in a professional remote environmentMaintain accuracy, confidentiality, and attention to detail in all workSupport other administrative tasks as assignedSkills1-3 years of administrative, clerical, or related experience requiredMeticulous attention to detail and follow-up skillsComfortable working with numbers, records, and spreadsheetsAbility to manage and prioritize multiple tasks and meet deadlines in a remote environmentProficiency using Microsoft Office productsExcellent computer skillsComfort learning tools such as Monday.com, QuickBooks, and cloud-based document systemsOrganizational skills sufficient to manage document management, data entry, and multiple concurrent tasksAbility to follow structured processes and instructionsAbility to treat confidential information with appropriate discretionStrong written and verbal communication skillsDemonstrated sense of responsibility and ability to work independentlyWillingness to learn new systems and processesAbility to handle repetitive, process-driven tasksAbility to adapt quickly to changes, demonstrating flexibility and a positive attitude in a fast-paced environmentReliable high-speed internetAbility to perform essential functions in an office-style setting (extended periods of sitting, frequent typing, frequent video calls)Candidate must successfully pass a criminal background check prior to employmentAssociate's degree preferredBenefitsPaid time off (PTO) provided on an accrual basisCompany-provided modern tech package & annual office supply budgetCompany OverviewLong Capture offers SBIR program to pay commercial companies to conduct customer discovery and bring their product to the warfighter. It was founded in 2017, and is headquartered in Colorado Springs, Colorado, USA, with a workforce of 11-50 employees. Its website is https://longcapture.com/.