Administrative Office Assistant

Job Summary
This is a growing new role we are excited to have filled!

Outline of Job Description:

• Manage office schedules, including scheduling appointments, meetings, and events.
• Manage schedule and calendar for Owner
• Provide administrative support, including scheduling appointments, meetings, and events
• Maintain and organize files and records, both physical and digital.
• Procuring supplies and equipment as needed.
• Perform other administrative tasks as assigned.
• Process invoices in a timely and accurate manner
• Verify invoice accuracy, including prices, quantities, and terms
• Ensure that invoices are supported by proper documentation, such as purchase orders
• Communicate with vendors to resolve discrepancies and obtain missing information
• Maintain vendor relationships and ensure that vendor information is up-to-date
• Comply with company policies and procedures related to invoicing
• Assist with other accounts payable tasks as needed
• Recruit and hire qualified employees
• Conduct employee interviews and reference checks
• Prepare and administer employment contracts and offer letters
• Onboard new employees and orient them to the company
• Manage employee relations, including performance management
• Develop and implement compensation and benefits programs
• Conduct training and development programs, maintain employee records
• Comply with all federal, state, and local employment laws and regulations
• Reception and communication: Answering and directing phone calls, greeting visitors, taking messages
• Calendar management: Scheduling appointments, meetings, and coordinating calendars for staff
• Document management: Preparing and distributing correspondence (emails, letters, memos), filing documents, maintaining electronic and paper filing systems
• Data entry: Entering information into spreadsheets and databases
• Invoice/Billing: Submitting invoices to clients on weekly basis
• Office administration: Ordering office supplies, maintaining inventory, managing equipment
• Marketing: Uploading and monitoring supplied social media content, reporting to management
• Project support: Assisting with project tasks, gathering information, preparing reports
• Travel arrangements: Booking travel accommodations and itineraries as needed
• Basic accounting tasks: Processing invoices, maintaining expense reports

Required skills:

• Excellent communication and interpersonal skills
• Strong organizational and time management abilities
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Google Docs, Quickbooks)
• Detail-oriented with accuracy in data entry
• Ability to multitask and prioritize tasks effectively

Job Type: Part-time

Pay: $25.00 - $30.00 per hour

Expected hours: 20 – 30 per week

Benefits:

• 401(k)
• Employee discount
• Flexible schedule
• Paid time off
• Professional development assistance
• Referral program

Schedule:

• Day shift
• Monday to Friday
• No nights
• No weekends

Education:

• Associate (Required)

Experience:

• Office management: 1 year (Preferred)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Bettendorf, IA 52722 (Required)

Work Location: In person

Salary : $25 - $30