Administrative Assistant

Administrative Assistant

• Communicate with internal stakeholders regarding purchasing, maintenance, shipping & receiving, and other departments regarding purchase orders and inventory receipts.
• Analyze and calculate sales commissions according to the then current compensation plans.
• Maintain accounts payable system including but not limited to, entering payment terms, new vendors, and check runs.
• Pays vendors by monitoring discount opportunities and verifying federal id numbers; scheduling and preparing checks; resolving purchase order, contract, invoice, or payment discrepancies and documentation; ensuring credit is received for outstanding memos; issuing stop-payments or purchase order amendments.
• Enter information daily into the accounting system (Quickbooks) using invoices, purchase orders, and inventory receipts.
• Maintain the employee travel expense process including checking for accuracy, data entry, and processing checks for travel expense reimbursement.
• Respond to vendors regarding payment status and invoice discrepancies.
• Provide administrative support to accounting department including data entry, administrative projects, bank deposits, and check mailings to post office .
• Coordinates with external vendors, contractors, and building management to obtain proper documentation is in place for all pickups and deliveries.
• Maintains relationship with staff to answer questions and concerns with timely and knowledgeable responses.
• Assist a small remote sales team with CRM admin.
• Works closely with the sales team and as a complement to the sales process.
• Assist the head of facilities with ordering and maintaining supplies as well as scheduling and coordinating with 3rd party contractors (plumbers, electricians, etc.)
• Coordination of meetings, creating presentations, coordinating monthly reporting, use of Excel spreadsheets, etc.
• Miscellaneous duties as assigned.
  
  

• Bachelor’s degree.
• 3+ years of experience in a bookkeeping role.
• Experience with AR/AP cycles.
• Quickbooks experience.
• basic facilities management (Scheduling and coordinating work needed by plumbers, electricians, etc.)

• CRM administrative experience.
• Good balance of business and technical knowledge (Microsoft Office Suite).
• Coordinating variety of sales team meetings/events, travel, report generation, etc.
• Excellent writing skills; ability to compose and manage all required project documentation.
• Demonstrated ability to lead others in accomplishing project objectives according to established budgets and timetables.
• Ability to effectively converse and interact with technical team to formulate questions, offer insight, solutions and issues resolution, prioritize time and tasks to accomplish established objectives.
• No restrictions lifting and moving objects, bending down or kneeling, etc. as required to perform office management function.
  
  

• Medical, Dental, and Vision Insurance
• 401(k)
• Life Insurance
• Short-Term and Long-Term Disability
• Legal and ID Theft Protection
• Pet Insurance
• Accident Insurance
• Critical Illness Insurance
• Tuition Reimbursement and paid training certificates