Administrative Assistant

3 weeks ago

Jensen Beach, United States Vantage Full time
Administrative Assistant

With growing demand for a growing company, our solutions, we are actively searching for someone to assist our team located in our Jensen Beach, FL office. As the administrative assistant you will be responsible for overseeing the building and all administrative duties.

Job Duties:
  • Communicate with internal stakeholders regarding purchasing, maintenance, shipping & receiving, and other departments regarding purchase orders and inventory receipts.
  • Analyze and calculate sales commissions according to the then current compensation plans.
  • Maintain accounts payable system including but not limited to, entering payment terms, new vendors, and check runs.
  • Pays vendors by monitoring discount opportunities and verifying federal id numbers; scheduling and preparing checks; resolving purchase order, contract, invoice, or payment discrepancies and documentation; ensuring credit is received for outstanding memos; issuing stop-payments or purchase order amendments.
  • Enter information daily into the accounting system (Quickbooks) using invoices, purchase orders, and inventory receipts.
  • Maintain the employee travel expense process including checking for accuracy, data entry, and processing checks for travel expense reimbursement.
  • Respond to vendors regarding payment status and invoice discrepancies.
  • Provide administrative support to accounting department including data entry, administrative projects, bank deposits, and check mailings to post office .
  • Coordinates with external vendors, contractors, and building management to obtain proper documentation is in place for all pickups and deliveries.
  • Maintains relationship with staff to answer questions and concerns with timely and knowledgeable responses.
  • Assist a small remote sales team with CRM admin.
  • Works closely with the sales team and as a complement to the sales process.
  • Assist the head of facilities with ordering and maintaining supplies as well as scheduling and coordinating with 3rd party contractors (plumbers, electricians, etc.)
  • Coordination of meetings, creating presentations, coordinating monthly reporting, use of Excel spreadsheets, etc.
  • Miscellaneous duties as assigned.

Qualifications:

Required:
  • Bachelor's degree.
  • 3+ years of experience in a bookkeeping role.
  • Experience with AR/AP cycles.
  • Quickbooks experience.
  • basic facilities management (Scheduling and coordinating work needed by plumbers, electricians, etc.)

Preferred:
  • CRM administrative experience.
  • Good balance of business and technical knowledge (Microsoft Office Suite).
  • Coordinating variety of sales team meetings/events, travel, report generation, etc.
  • Excellent writing skills; ability to compose and manage all required project documentation.
  • Demonstrated ability to lead others in accomplishing project objectives according to established budgets and timetables.
  • Ability to effectively converse and interact with technical team to formulate questions, offer insight, solutions and issues resolution, prioritize time and tasks to accomplish established objectives.
  • No restrictions lifting and moving objects, bending down or kneeling, etc. as required to perform office management function.

What we offer:

We believe in taking care of our team. Here are some of the benefits and perks we offer:
  • Medical, Dental, and Vision Insurance
  • 401(k)
  • Life Insurance
  • Short-Term and Long-Term Disability
  • Legal and ID Theft Protection
  • Pet Insurance
  • Accident Insurance
  • Critical Illness Insurance
  • Tuition Reimbursement and paid training certificates

Equal opportunity employment:

There's one more, very important thing. We are an equal opportunity employer. We search for amazing people of diverse backgrounds, experiences, abilities, and perspectives. We take care of each other to create an inclusive work environment where we love to come to work every day. We'd be happy to provide reasonable accommodations to help you apply. We hope you can join us.

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