Admin Assistant

3 weeks ago

Stamford, United States Exela Technologies Inc. Full time

This position works directly with our client's Global Tax Director to identify, resolve, and administer tax-related functions. It handles numerous tasks related to the tax department, including expense reporting, mail services, tax and other payments, filings, Notary services, and other miscellaneous duties.

Administrative Functions & Responsibilities: 80%

Payment Support functions

* Assist with processing various types of payments (e.g., taxes, fees, payroll) according to company protocols.
* Reconcile bank statements and identify any discrepancies.

Expense Reporting:

* Assist employees with expense reporting procedures.
* Review and process expense reports for accuracy and compliance with company policies.
* Maintain expense reporting records.

Mail and Mailing tasks:

* Support mailroom operations, ensuring efficient mail sorting, processing, and distribution.
* Process incoming and outgoing mail efficiently and securely.
* Prepare and ship packages according to company policies.
* Maintain accurate mailing lists and postage records.

Other Duties Tax related 20%

Tax and license fee filings and payments:

* Prepare and file all required tax and license fee documents promptly and accurately, adhering to relevant regulations and deadlines.
* Research and stay updated on changes in tax laws and filing requirements.
* Calculate and submit accurate tax payments, ensuring timely remittance to avoid penalties.
* Track and manage license renewals, ensuring timely fee payments to maintain compliance.
* Maintain accurate records of all tax filings and payments.
* Communicate effectively with tax authorities to answer inquiries or resolve any issues.

Tax Vendor Payments:

* Process and ensure timely payments to vendors according to established procedures.
* Research and resolve discrepancies related to vendor invoices.
* Maintain accurate records of all vendor payment

Minimum Qualifications:

* 18 Years of Age or Older
* Notary Public certification (required).
* BA in Business Administration or a related field
* Minimum of 5 years of experience in a tax and administration role

Physical Requirements:

* Required to stand, walk, superficial grasp, reach with hands and arms
* Repetitive motion is required; it may require twisting/bending/Climbing
* May lift to 50 lbs. frequently

Key Skills:

* People with can-do attitudes and are self-starters.
* Meticulous attention to detail and accuracy.
* Excellent communication and interpersonal skills.
* Ability to work independently and as part of a team.
* Strong understanding of basic tax principles.
* Excellent organizational skills with the ability to prioritize and manage multiple tasks effectively.

Not required at start but will be needed after start:

Notary Service:

* Provide support for payment processing functions.
* Perform notary services for clients by all applicable laws and regulations.
* Maintain accurate notary journals and records.
* #LI-Onsite

"The pay range for this position starts at $30/hr; however, base pay offered may vary depending on job-related knowledge, skills, and experience. Bonus opportunities may be provided as part of the compensation package, in addition to a full range of medical, financial, and/or other benefits, dependent on the position offered."

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