JOB DESCRIPTION

A full-time Executive Administrative Assistant supporting the Chief Financial Officer in key areas of accounting, sales, human resources, and general administration.

RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO:

Independently manage multiple projects in a fast-paced team environment with minimal oversight; comfortable working in Microsoft Excel spreadsheets; attention to detail and accuracy is highly sought. Must be able to maintain confidentiality.

Finance

• Manage & Coordinate all Accounts Receivable:

o Manage all client communications with collecting open Accounts Receivable items over 45, 90, 150 days

o Update Accounts Receivable tracking spreadsheet on a day-to-day basis

o Prepare final invoices: true-up travels (prepare comparison), add change orders, apply payments and late

fees. All done through our invoice platform (Salesforce)

o Process customer credit card payments using Square online platform.

• Process weekly timesheets from previous week: update PTO Advanced Accruals report; enter contractor timesheets

into Accounting Software (QuickBooks)

• Job-cost all company credit card transactions

• Work with the CFO to manage & coordinate Accounts Payable

• Track signed quotes

• Update sales forecast bi-weekly, including a Business Development deck

• Update Master Job Profitability report by quarter

• Enter new projects into Harvest, a time-keeping platform, and determining budget hours

• Set-up new contractors and vendors into QuickBooks, obtain W9s and ACH payment information

• Update Operating Budget quarterly

• Track vendor invoices for large shows

Human Resources

• Manage job postings in TriNet, an online Human Resources portal

• Send onboarding paperwork to employees and contractors; update QuickBooks and Master Directory

• Complete Employee Status Change forms

• Create offer letters

• Maintain employee and contractor rates spreadsheet

• Update Handbooks: Employee, Contractor, and Standards of Business Conduct

• Set-up new users in Harvest

Salesforce Administrator

• Set-up new users

• Train new users

• Prepare Open/Closed Opportunity reports and custom reports

• Update Salesforce Standard Operating Procedures handbook

• Set-up PandaDoc accounts for all Salesforce users

• Assist Executive & Service Team with assistance in building Quotes / Scope creation.

Miscellaneous

• Complete supplier/procurement registrations

• Complete certification renewals as needed

• Complete ASANA (a work management platform) tasks as assigned

• Help with end of year Client gifts.

• Work with the Executive Team to plan and coordinate team building activities.

• Proofread materials as needed

• Answering phone Calls fwd’d from our answering service

• Maintaining employee records and documentation

• Assist communications team with scheduling appointments

REQUIRED EDUCATION AND EXPERIENCE

• 3 years bookkeeping and administration experience

• Must be well-versed in all areas of QuickBooks Online; Microsoft Office including SharePoint, Word, Excel,

PowerPoint

• Knowledge of Salesforce CRM

Time Commitment: Full-time / 40-hour workweek

Job Location: edgefactory Headquarters: 7131 Grand National Drive, Suite 107, Orlando, FL 32819

edgefactory is an Equal Opportunity Employer