Part-Time Billing and Payroll Coordinator

Part-Time Billing and Payroll Coordinator

ApexDrop · Erie, PA · Part-time, about 8 hours a week · Mostly remote

About ApexDrop

ApexDrop is an Erie-based marketing company, founded here in 2015. We connect food, beverage, beauty and toy brands with a network of 20,000+ everyday creators who try their products and share them with their followers. We make #art, not #ads. We’re a small, fully remote team, and most of us live right here in Erie.

The role

We’re looking for one dependable person to own the money side of our day to day... making sure our team and contractors get paid on time, our clients get billed correctly, and every payment that comes in lands where it should.

Our setup is simple but not on autopilot yet. Many clients still pay their invoices by hand, so following up on payments is a real part of the job, and moving clients to autopay is a project you’d help lead.

This is a part-time position, about 8-10 hours a week, mostly from home with the occasional in-person meeting in Erie. We’re hiring a part-time employee and will also consider an experienced independent contractor. We’ll walk you through everything in November, so you’ll have support while you learn our systems.

What you’ll do

• Billing and collections... sending invoices, tracking agreements, matching incoming payments to the right accounts, and following up on late payments
• The billing inbox... managing our shared billing inbox, answering clients and vendors, and routing questions to the right person
• Payroll... running semi-monthly payroll for a small, mostly salaried team, plus monthly commission payouts
• Contractor payments... reviewing hours and paying our campaign contractors twice a month
• Bills and cash tracking... paying the bills that aren’t on autopay and keeping our weekly cash forecast and contract records current
• HR paperwork... onboarding and offboarding paperwork, benefit deduction changes, and open enrollment logistics
• Office admin... keeping vendor and subscription accounts current, tracking insurance and benefits renewals, and the occasional errand in Erie like picking up mail

What you bring

• 2+ years of billing, accounts receivable, payroll or bookkeeping experience for a small business
• Working knowledge of QuickBooks Online and Gusto, or similar tools you can pick up quickly
• HubSpot experience is a strong plus
• Comfortable using AI tools like Claude or ChatGPT to work faster, or eager to learn
• Reliable follow-through... you chase what’s owed, flag what looks off, and keep good notes
• Discretion with payroll and financial information
• Available for a short check-in most weekdays
• Bookkeeping experience (categorizing, reconciliations, month-end close) is a bonus

Why you’ll like it

• Flexible hours that fit around a day job, school or family
• Work from home with a small Erie team
• Real ownership... you’ll be the go-to person for this part of the business
• Modern tools, including AI that takes the busywork off your plate
• An owner who wants your ideas for doing things better

Pay and schedule

• Pay $22-30 an hour depending on experience
• Hours about 8 a week, with a short check-in most weekdays and a few fixed payroll dates each month
• Location mostly remote, must be in the Erie area for occasional in-person meetings
• Start early November

How to apply

Apply through our Indeed listing or email [email protected] with the subject line “Billing and Payroll Coordinator - your name.” Include your resume, how many hours a week you’re looking for, and short answers to these two questions.

• Tell us about a time you caught a payment or billing mistake. What happened?
• Which of these have you used... QuickBooks Online, Gusto, HubSpot?

We’re reviewing applications as they come in and would like someone in place by early November. Finalists complete reference checks and a background check.

ApexDrop is an equal opportunity employer.

Pay: $22.00 - $30.00 per hour

Expected hours: 8.0 – 12.0 per week

Work Location: Hybrid remote in Erie, PA 16506