What are the responsibilities and job description for the Entry Level Executive Assistant - Billing/Financial position at Community Concierge Services LLC?
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
Position Overview:
We are seeking a proactive and highly organized Executive Assistant to provide direct support to the Vice President (VP) of the Finance Department and the Executive Team. This role requires someone who can multitask efficiently, manage administrative duties, and ensure smooth coordination between internal teams, property managers, and the Executive Team. The ideal candidate will be detail-oriented, have excellent communication skills, and thrive in a fast-paced environment while managing a variety of billing, vendor compliance, and contract management tasks. Additionally, this role will involve managing and supporting various projects to ensure timely completion and alignment with the Executive Team’s goals.
Key Responsibilities:
1. Billing Department:
We are seeking a proactive and highly organized Executive Assistant to provide direct support to the Vice President (VP) of the Finance Department and the Executive Team. This role requires someone who can multitask efficiently, manage administrative duties, and ensure smooth coordination between internal teams, property managers, and the Executive Team. The ideal candidate will be detail-oriented, have excellent communication skills, and thrive in a fast-paced environment while managing a variety of billing, vendor compliance, and contract management tasks. Additionally, this role will involve managing and supporting various projects to ensure timely completion and alignment with the Executive Team’s goals.
Key Responsibilities:
1. Billing Department:
- Handle and respond to emails related to property invoice and report requests, typically coming from Property Managers (PMs) or third-party billing departments.
- Ensure timely, accurate, and professional responses to all billing-related requests.
- Data entry for items such as workorders, estimates, etc.
- Opening, sorting and distributing incoming emails, and other correspondence.
2. Overdue Invoices:
- Monitor and follow up on overdue invoices.
- Coordinate with the necessary teams and property managers to ensure that outstanding payments are processed.
3. COI Management & Vendor Compliance:
- Manage Certificate of Insurance (COI) documentation for vendors, ensuring compliance with company standards.
- Maintain vendor records, ensuring up-to-date insurance, licensing, and other required documentation.
4. Customer Service (1-800#):
- Answer inbound calls Monday-Friday, providing assistance with billing inquiries and resolving issues for clients.
- Maintain a professional and courteous tone while managing calls to ensure client satisfaction.
5. Contract Management & Uploads:
- Assist with organizing and uploading contracts, ensuring proper record-keeping and accessibility for internal teams.
- Collaborate with CEOs and internal departments to ensure timely contract management.
6. Service/Completed Projects Invoicing & Confirmations:
- Generate and process invoices for services and completed projects, confirming all project details are accurate.
- Ensure proper documentation for project completion is in place and invoicing is completed promptly.
7. OPS & Vendor Cafe Uploads (1st of the Month):
- Ensure that all necessary OPS and Vendor Cafe uploads are completed on the 1st of every month.
- Maintain organized records and monitor uploads to ensure accuracy and timely completion.
8. Direct Support to the VP of the Billing Department:
- Provide direct administrative support to the Vice President of the Billing Department and the Chief Financial Officer.
- Handle confidential and time-sensitive materials, ensuring smooth communication between the VP and other departments.
- Handle various projects assigned
- Making travel arrangements for executives and leadership.
- Completing research and creating reports for executives in preparation for meetings.
- Setting/scheduling appointments for leadership teams.
Skills & Qualifications:
- Strong organizational and multitasking skills, with the ability to prioritize effectively.
- Excellent written and verbal communication skills, with a focus on customer service.
- Ability to manage administrative tasks independently and with high attention to
- detail.
- Proficient in Microsoft Office Suite (Excel, Word, Outlook), or similar software such as
- Google Workspace.
- Previous experience with billing/invoicing, vendor management, or contract
- administration is a plus.
- Familiarity with COI management and vendor compliance is an advantage.
- Strong problem-solving skills and the ability to resolve issues independently.
- Critical Thinking Skills
- Ability to handle confidential information with discretion.
- Prior experience supporting executive-level staff is highly preferred.
Education & Experience:
High school diploma or equivalent required.
1 years of experience in an Executive Assistant or Administrative role preferred
High school diploma or equivalent required.
1 years of experience in an Executive Assistant or Administrative role preferred
Flexible work from home options available.
Salary : $40,000
