Assistant Office Manager

ViaPort USA is looking for an Assistant Office Manager with HR and accounting experience for its Leesburg FL location.

This is an opportunity for the right candidate to be responsible for supporting the smooth operation of an office by

· managing administrative tasks

· handling basic HR functions like background checks, onboarding and employee record keeping

· assisting with accounting duties such as processing invoices, maintaining financial records, and reconciling bank statements

· collaborating closely with the Operations Manager & HR and other departments within the company; requiring a strong understanding of office procedures, HR policies, and basic accounting principles.

Key Responsibilities:

• HR Support:
• Assist with new employee onboarding process, including paperwork, introductions, and system access
• Maintain employee records, update personal information, and ensure compliance with employment laws
• Support recruitment efforts by posting job openings, screening resumes, and scheduling interviews
• Manage employee benefits administration and related inquiries
• Coordinate employee leave requests and time tracking
• Accounting Assistance:
• Work closely with the bookkeeper for accounts payables
• Process invoices, verify accuracy with general managers, and submit for payment
• Check bank credit card statements, compare them with uploaded receipts and identify discrepancies
• Prepare sales reports and assist with cash and credit card deposit controls
• Coordinate with accounting department (bookkeeper & CPA) on financial matters
• Office Administration:
• Manage day-to-day office operations including scheduling meetings, coordinating office supplies, and managing incoming mail and packages.
• Organize and maintain office filing systems, both physical and digital.

Other duties as assigned.

Required Skills:

• Administrative Skills: Excellent organizational skills, attention to detail, ability to prioritize tasks and meet deadlines
• Communication Skills: Strong verbal and written communication to interact effectively with employees, vendors, and management
• HR Knowledge: Understanding of basic HR practices, employment laws, and compliance requirements
• Accounting Skills: Proficiency in basic accounting principles, including data entry, invoice processing, and financial record keeping
• Software Proficiency: Expertise in Microsoft Office Suite (Word, Excel), and ability to learn new software applications related to HR and accounting.

Familiarity with Paylocity, uAttend, When I Work and QuickBooks are also a plus

Experience and Education:

• Associate's degree in Business Administration, Human Resources, or Accounting preferred
• Minimum of 2-3 years of experience in an administrative role with exposure to HR and accounting functions

Job Type:

- Full-time

- Hybrid with 2-3 days at Leesburg FL office

Job Types: Full-time, Part-time

Pay: From $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Flexible schedule
• Health insurance
• Paid time off

Schedule:

• 4 hour shift
• 8 hour shift
• Day shift

Experience:

• Accounting: 1 year (Preferred)
• Human resources: 1 year (Preferred)

Ability to Commute:

• Leesburg, FL 34788 (Preferred)

Work Location: Hybrid remote in Leesburg, FL 34788

Salary : $20