What are the responsibilities and job description for the Payables and Administrative Assistant position at Hoffman Auto Group?
We are looking for a
Part time Payables and Administrative Assistant
to join the Hoffman Auto Group family!
Click here to check out what over 100 years looks like in our culture!
What does a Part time Payables and Administrative Assistant at Hoffman Auto Group do?
Role Purpose
Perform administrative functions as required to assist Chairmans Executive Assistant in the daily operation of the office.
Leadership
This position does not lead others.
Core Accountabilities
- Manage Executive Chairman personal payables including entering all payables into Quickbooks and cutting checks on a regular basis, as well as scanning and saving all back up for payables. Contact vendors for back up or questions Executive Chair may have as needed.
- Provide insight or data to Office Manager, Administrative Manager, Director or Tax Accountants as needed for tax preparation, cash flow and financial statement management.
- Serves as a backup to handle incoming phone calls as needed. Route calls to voicemail or transfer to appropriate person/department. Screen all visitors, and escort guests to appropriate executive offices.
- Supports Executive Assistant with responses on Chairmans behalf to customers, colleagues, vendors, and co-workers including replies to invitations received by Chairman for business functions.
- Book luncheon/dinner business meeting reservations, coordinate and confirm all personal appointments. Assist with all travel arrangements (domestic & international) for Chairman and family, flights, hotels, car service, airport transportation, loaner cars, etc. as needed.
- Update Chairmans outlook calendar, update events as needed.
- Handle incoming mail and packages addressed to Chairman and family, coordinate meals, and order office supplies as needed.
- Miscellaneous administrative duties as required including but not limited to filing, copying, ordering office supplies, etc.
- High School Diploma
- At least one year prior experience with QuickBooks is required.
- Minimum two years administrative experience is a requirement.
- Ability to be highly-organized, flexible, possess excellent interpersonal skills and capacity to work well with all levels of internal management and staff as well as outside clients and vendors.
- Maintain highest degree of professionalism at all times and ensure confidentiality in all aspects related to the company.
- Act as an advocate for teammates and have a strong commitment to technology advancement.
- Possesses strong communication skills: oral, written, listening
- Working Knowledge of Microsoft Office
