Administrative Assistant

Job Title: Administrative Assistant

Reports To: Owner

Key Responsibilities:

Office Administration:

• Oversee day-to-day office operations, ensuring smooth functioning.
• Manage office supplies inventory and place orders as needed.
• Coordinate office maintenance, repairs, and cleaning services.

Human Resources Administration:

• Assist with recruitment by coordinating job postings, scheduling interviews, and managing candidate communication.
• Oversee employee onboarding and orientation, including new hire paperwork, office setup, and benefits enrollment.
• Maintain and update employee records, including contracts, performance reviews, and disciplinary actions.
• Administer employee benefits, such as health insurance, 401(k) plans, and leave requests.
• Support employee engagement and development by organizing training programs and team-building activities.
• Assist in conflict resolution and ensure compliance with labor laws and company policies.

Staff Supervision:

• Manage and supervise administrative staff, receptionists, and other office personnel.
• Provide training and onboarding for new hires.

Payroll and Employee Benefits Administration:

• Process and manage payroll, ensuring timely and accurate payments to employees.
• Maintain records of employee hours, overtime, and benefits.
• Coordinate with external payroll services to handle tax filings and compliance.
• Address employee payroll-related inquiries and resolve issues.

Budget and Financial Management:

• Assist with budget management for office supplies and services.
• Track office expenses and ensure cost-efficiency.
• Handle invoicing, receipts, and petty cash as needed.
• Client Billing and Accounts Receivable:
• Manage client billing by preparing, sending, and following up on invoices.
• Ensure accuracy in billing, adjusting for any discrepancies or special client arrangements.
• Track payments and follow-up on overdue invoices.
• Reconcile client accounts and resolve billing issues.

Facility Management:

• Ensure that the office space meets the needs of employees (seating, equipment, etc.).
• Maintain security protocols, including managing access to the building and alarm systems.

Event Planning and Coordination:

• Organize office meetings, company events, and staff gatherings.
• Manage office calendars.
• Arrange travel, accommodations, and itineraries for ownership and employees as required.

Communication and Correspondence:

• Act as the point of contact between employees and ownership.
• Handle incoming and outgoing communications, such as mail, emails, and phone calls.
• Assist in the preparation of presentations, reports, and other documents.

Health and Safety:

• Ensure the office complies with all health and safety regulations.
• Conduct safety drills and maintain records related to safety and compliance.
• Address employee concerns regarding workplace safety or comfort.

Technology and Equipment:

• Ensure the proper functioning of office equipment such as printers, computers, and telephones.
• Manage basic technological needs and troubleshooting.

Key Qualifications:

Education: Bachelor’s degree in Business Administration, Office Management, Accounting, or a related field preferred.

Experience:

• 3-5 years of experience in office management, including payroll and billing responsibilities.
• Experience supervising staff and managing budgets.

Skills:

• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency in office software (e.g., Microsoft Office, Google Workspace, payroll and accounting software).
• Knowledge of payroll systems, accounting principles, and billing procedures.
• Ability to work under pressure and meet deadlines.

Working Conditions:

• Primarily office-based with standard working hours.
• Occasional evening or weekend work may be required to support company events or handle urgent matters.

Benefits:

• Competitive salary and benefits package, including health insurance and paid time off.

Job Type: Full-time

Pay: From $23.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Experience:

• Payroll: 3 years (Required)
• Office management: 3 years (Required)

Ability to Relocate:

• Colorado Springs, CO 80903: Relocate before starting work (Required)

Work Location: In person

Salary : $23