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Posted 3 months ago
Requirements and responsibilities
The Role
We're looking for an experienced admin to serve as the primary administrative and financial operations support for our corporate team. This is the operational backbone of TourScale: you'll manage accounts payable, insurance administration, franchise invoicing, and day-to-day coordination across 85+ locations and multiple corporate entities.
Core Responsibilities
Treasury & Accounts Payable (~30% of role)
• Process all AP — vendor bills, wire transfers, ACH payments, check requests
• Prepare weekly AP tracker spreadsheet for leadership review
• Categorize transactions across 8+ bank/card accounts and multiple business entities
• Route payments from correct entity bank accounts (6+ legal entities)
• Manage payment approvals, timing, returned payments, and recurring subscriptions
Franchise Invoicing & Royalties (~20% of role)
• Pull monthly sales data from booking systems (Xola, Peek Pro) for 35+ locations
• Calculate royalties and ad fund amounts, generate ~100 invoices/month in Zoho
Books
• Handle franchisee billing questions, disputes, credit memos, and corrections
Insurance Administration (~15% of role)
• Primary contact for 4+ insurance brokers across GL, WC, professional liability, and property policies
• Manage renewals, applications, COI distribution, and premium installment tracking
• Respond to insurance audit requests with payroll data and financial reports
Franchise Administration (~15% of role)
• Onboard new franchisees into financial systems (Zoho Books, Billing, portal)
• Coordinate training events — venue booking, itinerary, logistics
• Communicate with franchise owners on billing, accounts, and administrative matters
General Administrative (~20% of role)
• Manage virtual mailbox (Stable), meeting notes, and ClickUp action items
• Handle state correspondence, business registrations, and licensing renewals
• Prepare franchise newsletters and webinar invitations
• Coordinate with CPA firm, manage Google Workspace provisioning, and handle ad-hoc tasks
Required Qualifications
• 3+ years in a finance-heavy administrative or executive assistant role
• Fluent English (written and spoken): daily communication with US franchise owners, brokers, attorneys, and vendors
• Accounts payable experience: processing payments, categorizing transactions, multi-entity financials
• Invoicing experience: generating invoices, handling disputes, credit memos
• Proficiency with Google Workspace, spreadsheets, and ability to learn new cloud platforms quickly
• Self-directed and organized: recurring monthly deadlines with minimal supervision
• Available during US Eastern business hours (9 AM - 5 PM EST = Bogota time)
Preferred Qualifications
• Experience with bookkeeping software such as Quickbooks and others
• Insurance administration experience
• Experience supporting a franchise or multi-location business
• Basic understanding of US business entity structures (LLC, DBA) and state compliance
• Comfortable working with AI tools: we use AI extensively and will automate parts of this role over time
What Success Looks Like
Month 1: Learn all systems, shadow current processes, begin processing invoices with oversight.
Month 2: Independently manage invoicing, weekly AP prep, and insurance correspondence.
Month 3: Fully autonomous on all recurring tasks. Proactively flagging issues and managing deadlines without reminders.
Optionally, you can add more information later (benefits, pre-screening questions, etc.)