What are the responsibilities and job description for the Front Desk Administrator (Part Time) position at SimIS Inc.?
Who We Are: Founded in 2007, SimIS, Inc. is an innovative information technology solution Veteran Owned Small Business (VOSB) that models future environments, requirements and capabilities, and then secures the enterprise from internal and external threats compliant with Federal, State, and industry standard governance to ensure client mission success.
Our performance standard is “excellence”, with outcomes-based quality focus in our services and products, guided by our core values of honesty (in word and deed), relationships (confidence and trust with clients and partners), teamwork (shared goals, mission and purpose), loyalty (allegiance to our client and team) and importance of others (work and win as a team).
We are currently seeking a dedicated Part Time Administrative Assistant to join our team. This role requires an experienced professional who can effectively manage office administration, support the executive team and other departments. In addition to maintaining a safe, secure & efficient workplace environment for employees and visitors, the role will conduct routine and basic office administrative tasks including, but not limited to, greeting visitors, answering phones, A/P data entry, purchasing, and timekeeping.
Interested candidates, who meet the requirements below, are encouraged to apply today!
Responsibilities but not limited to:
Administrative
- Welcomes guests and customers in person or on the telephone and answering or directing inquiries.
- Collect and distribute incoming mail and packages. Drop off outgoing mail/packages.
- Coordinate the pickup and delivery of express mail services (FedEx, UPS, etc.).
- Assist the executives in drafting letters and documents, maintaining appointment schedule by scheduling meetings, teleconferences, conferences and travel.
- Perform data entry of A/P invoices. Maintain AP vendor files and filing.
- Perform monthly credit card reconciliation by collecting and matching receipts to the statement and entering in QuickBooks.
- Review all employee timesheets, ensure corrections, and post to QuickBooks semi-monthly. Monitor PTO balances and verify PTO requests.
- Maintain office supplies inventory; placing and expediting orders for supplies; verifying receipt of supplies.
- Facilitate purchase orders for R&D, IT, Business Development/Marketing events and employees (gift cards, sympathy, etc.).
- Maintain the break room and its inventory; orders break room supplies.
- Order lunches to include pickup and delivery to multiple locations.
- Schedule vehicle rentals i.e. U-Haul and Budget.
- Handle travel arrangements and assist with employee expense reports.
- Ensures operation of basic office equipment to include printers.
- Contributes to team effectiveness by supporting related efforts as needed.
- Helps with the implementation of services, policies, and programs.
- Arranges with vendors for services, prepares agendas, gathers and organizes supporting information, and oversee production and distribution of related materials.
- Assist with organization and planning of company events.
- Completes projects/tasks timely and consistently follows up on results.
- Provides administrative support to other departments as needed.
- Perform other related duties as required.
Requirements:
- 3-5 years of A/P, administrative and office experience or equivalent combination of education and experience.
- Strong computer skills with Microsoft applications: Teams, Word, PowerPoint and Excel.
- QuickBooks Online experience preferred.
- Professional telephone skills.
- Excellent communication skills – verbal and written.
- Ability to handle confidential information and situations with professionalism and tact.
- Ability to work independently or as a member of a team.
- Organization skills a must.
- High degree of attention to detail and accuracy.
- Ability to adapt to ever changing priorities.
- Ability to multi-task in a fast paced environment.
- Working knowledge of general office equipment.
SimIS Offers:
- Medical, Dental, and Vision
- Life Insurance, Short Term Disability (at no cost to you) and Long-Term Disability
- Flexible Spending Accounts (FSA)
- 401(k) Savings Plan
- Tuition Assistance Program
- Paid Time Off (PTO)
- 11 Federal Holidays each year
SimIS, Inc. is an AA / EOE / M / F / Disability / VET / Drug Free Employer
