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Administrative Assistant

5 months ago

Charlotte, United States Marbach America, Inc Full time
Job DescriptionJob Description

6 month temporary role- Bilingual (English/Spanish).

General

Perform administrative and office support activities. Duties may include fielding telephone calls, receiving and directing visitors, word processing, filing, and correspondence with clients and suppliers. Extensive software skills are required, as well as Internet research abilities and strong communication skills. Greets and directs all visitors, including vendors, clients, job candidates and customers. Accounting responsibilities to ensure payables and receivables are completed as required by the company. Assist with monthly bank reconciliation and prepare reports for management. Time management of employees and other HR admin tasks as assigned.

Tasks

  • Answer telephones and greet visitors
  • Manage payables and receivables.
  • Enter incoming invoices
  • Works with confidential data, which, if disclosed, might have significant internal effect or minor external effect.
  • Track and receive AR and semiweekly reminder/past due list
  • Client/Intercompany correspondence
  • Perform payments
  • Perform, record and maintain automatic payments online
  • Cooperate with accounting department in Germany and Charlotte
  • Enter and track receipts for company credit cards
  • Plan with Purchasing and Customer Service for end of the month
  • Record and book change of inventory
  • Bank/Petty Cash reconciliation at end of the month
  • Prepare monthly results and analyse discrepancies
  • Perform customer verifications
  • Develop and maintain good working relationships with customers/ Accounting/HR departments
  • Travel planning and booking for employees, guests and executives
  • Maintain Asset List and Sales Tax list
  • Post payroll to general ledgers
  • Collect and prepare data for yearly audit
  • Enter and monitor expenses
  • Research/collect data for projects as directed from supervisor
  • Plan, organize and complete various tasks as directed from supervisor
  • Correct time discrepancies in Hydra

Required Skills

  • Use of Microsoft Office (Word, Excel, Outlook)
  • Accounting background
  • Interpersonal skills
  • Communication skills - verbal and written
  • Listening skills
  • Attention to detail and accuracy
  • Strong organizational skills
  • Adaptability
  • Must be able to remain in a stationary position 100% of the time
  • Must be able to constantly operate a computer and other office productivity machinery such as a calculator, printer and computer.
  • The person in this position frequently communicates with clients, suppliers and employees. Must be able to exchange accurate information with these groups.
  • Must be able to work with a constant low noise level from the next door production area.
  • Bilingual (Enlgish/Spanish a plus).