Administrative Assistant

Duties and Responsibilities of an Administrative Assistant

Office Administrative Tasks

• Assist the project manager with the support and technical team to manage projects in our project management system.
• Review the customer queries and ensure that the support team addresses them accordingly and responsively. If the problem doesn't seem to be solved or has been missed, then forward or notify the problem to the appropriate party to resolve.
• Coordinate with the internal department to find solutions and resolve matters.
• Ensure that companies’ Intellectual Property rights (such as Trademark, copyrights, etc.) and regulatory licenses or permits are up to date and active.
• Maintain the company personnels’ time-off calendar and accounting after the supervisor gives approval for time-off.
• Maintain proper record keeping in the Report Center and Exchange Market data database.
• Assist with an audit for recording keeping for customer accounts in Report Center and Exchange Market data database or any state mandated requests.
• Draft the necessary documents, letters, invoices or statements, as required by the company.
• Maintain records in filing cabinets and accurate stock of office supplies, equipment, and furniture in an orderly manner.
• Handle monthly or as needed supply re-ordering for all offices maintained by the company.
• Be able to multi-task, manage and organize multiple email inboxes.
• Maintain and manage contact list of clients and vendors to facilitate end of year gift giving.
• Create presentations and proof-read documents such as software manual and technical documents for typos and grammatical errors.
• Learn the company’s software, regularly check for bugs to report to the development and the technical support team.
• Assist with managing social media presence, website content and material for marketing.
• When applicable attend social events that are offered by the company to vendors and clients.
• Be willing to take on a new task and fill in areas where it is needed.

Onsite Building/Office Manager

• Act as backup onsite representative to the building occupant’s renting space for all inquiries via emails, over the phone, or in person related to the co-workspace and private office by ensuring to welcome office visitors and directing them to right space and office.
• Preparing and scheduling property viewings, conducting property tours and interviewing prospective tenants, insurance accessors or the town’s building inspections.
• Handle any building inspections or licensing permits with the governing body.
• Addressing and resolving tenants' questions, concerns, and complaints in a timely manner.
• Processing applications, conducting credit checks, and negotiating contracts.
• Inspecting property conditions and coordinating maintenance activities for as needed repairs.
• Managing budgets, bookkeeping, accounts, rent collections, and tenant notices.
• Creating and distributing marketing materials to attract new tenants.
• Maintaining, organizing and updating tenant files and vendor records.
• Reporting any problems or issues unresolved by you to the property owner.
• Attend occasional social events offered by the community or chamber of commerce

Light Bookkeeping

• Process accounts and incoming payments in compliance with financial policies and procedures for co-work.
• Perform day to day financial transactions, including verifying, classifying, computing, posting and recording accounts receivables’ data in QuickBooks.
• Prepare bills, invoices by modifying (check for accuracy and inconsistency) the Client invoices generated after downloading from FTP site and bank deposits.
• Email clients their monthly invoices and upload a copy to the Report Center.
• Reconcile the accounts receivable ledger to ensure that all payments are accounted for and properly posted.
• Verify discrepancies by and resolve clients’ billing issues.
• Facilitate payment of invoices due by sending bill reminders, charge clients who pay via Credit card on Virtual Terminal and contacting clients.
• Generate financial statements and reports detailing accounts receivable status.
• Process accounts and incoming/outgoing payments in compliance with financial policies and procedures
• Perform day to day financial transactions, including verifying, classifying, computing, posting and recording accounts receivables’ data in QuickBooks or Excel Spreadsheet.
• Review and file bills, invoices, and bank deposits
• Reconcile the accounts receivable ledger to ensure that all payments are accounted for and properly posted in QuickBooks.
• Verify discrepancies by and resolve vendors’ billing issues.
• Generate financial statements and reports detailing accounts receivable status.

Qualifications Required for Getting into Client Servicing

• High school diploma and Associated degree or a bachelor's degree or something equivalent
• Knowledge of customer services ethics, principles and procedures
• Proficiency in administrative and documentation procedures
• Must already have US Immigration Work Permit.
• Live within 20-40 minutes from Job location.

Extra Skills

• Should be able to use the computer extremely well
• Should have great communication skills: written and verbal communication
• Should be able to handle a lot of data that is available, and all of this has to be done at good pace
• Should have a lot of patience when communicating with the customer
• Should be able to maintain their composure even if the customer is being rude
• Should be attentive to detailing and organized.
• Should have the skill of versatility; they will have to adapt to many situations regarding the customer
• Should be polite and well-mannered

Eligibility for Benefits

• After the completion of the 90 days evaluation period the company will contribute 50% towards employee's individual Health and Dental premium plan.
• Eligibility to participate in the matching 401K is available after three years of employment with a 6% company match.
• The company observes the NY Stock Exchange US Federal Holidays schedule (11 calendar days off)
• Time-off and Vacation Accrual:

1st year – 7 calendar days for vacation, 3 personal days and 2 sick days

2nd year – 10 calendar days (3 days extra), 3 personal days and 2 sick days

3rd year – 14 calendar days (4 days extra), 3 personal days and 2 sick days

4th year – 18 calendar days (4 days extra), 3 personal days and 2 sick days

5th year – 21 calendar days (3 days extra), 3 personal days and 2 sick days

Summary

As an Administrative Assistant, you will provide essential executive administrative support to ensure smooth operations within the organization. This role is vital in maintaining a productive work environment and facilitating effective communication across teams.

Job Type: Full-time

Pay: $37,738.00 - $38,688.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday
• No nights
• No weekends
• Weekends as needed

Education:

• Associate (Preferred)

Experience:

• Organizational skills: 1 year (Required)
• Computer skills: 3 years (Required)
• Customer service: 1 year (Required)
• Records management: 1 year (Required)

Language:

• English (Required)

Work Location: In person

Salary : $37,738 - $38,688