Administrative Assistant

Description

Job Purpose  

Provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects. They are also responsible for providing a wide range of administrative support to the company including answering phone lines, maintenance/processing of AP/AR records and invoices for the Company’s various clients and vendors. 

During the winter, the role involves full-time hours to handle the increased demand, while transitioning to part-time hours during the spring as the workload decreases.

Duties and Responsibilities

General Administrative Support - Year Round

• Coordinate office activities and operations to ensure efficient compliance to company policies.

• Assist in administrative tasks such as answering phones, scheduling appointments, and managing correspondence.

• Maintains office supply inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

• Produce and prepare daily, weekly, monthly financial statements/reports for Manager.

• Update office digital signage with company news and events as well as in SharePoint.

• Prepare and check spreadsheets, reports, and presentations/proposals for accuracy.

• Other duties as business needs require.

Accounts Receivable – Year Round

• Process incoming payments, post transactions, and update customer accounts and prepare deposits for manager to deposit.

• Issue invoices and statements to customers for goods and services rendered.

• Monitor and track customer payments and follow up on overdue accounts.

• Reconcile accounts receivable balances and prepare aging reports.

Accounts Payable – Year Round

• Process invoices, ensuring accuracy and adherence to company policies.

• Match invoices to purchase orders and verify supporting documentation.

• Prepare and process payment disbursements to vendors and suppliers.

• Maintain vendor records and resolve any payment discrepancies.

• Reconcile accounts payable statements and manage outstanding payments.

Snow Invoicing – September through April

• Use software technology to collect, transfer and input information to create invoices and payables.

• Help to oversee the invoicing process including the seasonal administrative staff.

• Support team in document preparation.

Skills and Qualifications

• High school diploma or equivalent

• Excellent written and verbal communication skills for effective interaction with colleagues, clients, and vendors

• Excellent organizational skills and ability to work independently

• Attention to detail to ensure accuracy in data entry, record-keeping, and documentation

• Effective time management to prioritize tasks, meet deadlines, and handle multiple responsibilities

• Proficiency in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

• Ability to problem solve, analyze information, work in team environment, demonstrate professionalism

• QuickBooks experience is preferred

Compensation: $20 - $25 per hour

Requirements

Physical Requirements

• Must be able to sit and/or stand for up to 8 hours a day.

• Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects