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Administrative Assistant

2 months ago

Bensenville, United States Just in Time Staffing LLC Full time

Position Title: Administrative Assistant

Shift: 8am to 5pm

Schedule: Tuesday-Thursday in-office, with the flexibility for hybrid days as needed.

Pay: $22.00-$25.00

Location: Bensenville, IL

Position Type: Temp- to-Hire, Part Time to Full Time (20-25 hours per week to start off)

Job Summary:

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. This role involves a variety of administrative tasks including data entry, bill management and fleet coordination. The ideal candidate will assist the owner with business-related duties, ensuring smooth daily operations and efficient communication.

Responsibilities:

  • Bill Management:
  • Enter bills and purchase orders into Quickbooks.
  • Match bills to purchase orders in Quickbooks.
  • Pay bills in a timely manner, ensuring accuracy and compliance with company procedures.
  • Data Entry:
  • Accurately input and maintain data in LaceUp DSD Software, ensuring order records are up-to-date and error-free.
  • Fleet Management:
  • Use the company app, Samsara, to manage and coordinate company vehicles, ensuring all fleet related tasks are handled efficiently.
  • Use the company app, Band, to communicate with drivers regarding inventory and other customer updates.
  • Executive Assistance:
  • Assist the owner with organizing and maintaining her calendar.
  • Make travel arrangements, including flight and hotel reservations.
  • Manage and return calls and emails on behalf of the owner.
  • Communication:
  • Effectively communicate with team members and external parties in three time zones as well as Internationally.
  • Spanish or Italian speaking a bonus; use Google translate app to facilitate communication if needed.
  • Office Support:
  • Utilize prior office experience to contribute to the smooth operation of the office.

Qualifications:

  • Strong organizational skills with the ability to manage multiple tasks simultaneously.
  • Basic general knowledge in QuickBooks for bill management and data entry.
  • Knowledge of Google Sheets/ Excel/ or any other spreadsheet software.
  • Excellent communications skills, both written and verbal.
  • Experience with office management is a plus.
  • Ability to work independently and as part of a team.
  • Self motivated and show initiative to foresee upcoming tasks.