Administrative Support Specialist

1 week ago


Billerica, Massachusetts, United States Ultimate Staffing Full time
Job Summary

We are seeking an experienced Administrative Support Specialist to join our team at Ultimate Staffing. This is a fantastic opportunity for individuals with 2-4 years of relevant administrative experience, looking to grow their career in a dynamic and supportive environment.

About the Role

The successful candidate will be responsible for providing exceptional support to our clients and staff, ensuring seamless day-to-day operations. This includes managing departmental email, reconciling discrepancies between invoices and purchase orders, reviewing vendor statements, communicating with vendors, and maintaining organized filing systems.

Key Responsibilities
  • Monitor and manage departmental email inbox, ensuring timely processing and accurate entry of invoices into the system
  • Reconcile discrepancies between invoices and purchase orders, investigating and resolving any issues
  • Review vendor statements to ensure invoiced amounts match records in the system
  • Communicate with vendors to follow up on late or missing invoices
  • Maintain organized filing system for closed purchase orders and paid invoices
Additional Duties
  • Assist with timekeeping processes, including distribution, collection, and entry of monthly timesheets into the labor report
  • Support the setup of new jobs, ensuring all necessary documentation and data entry are completed
  • Assist with shipping logistics and coordination when needed
Requirements
  • 2-4 years of relevant administrative or clerical experience (experience with Sage, QuickBooks, or Peachtree a plus)
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
  • High attention to detail and organizational skills
  • Excellent written and verbal communication skills
  • Ability to work independently and as part of a team
Compensation

$20.00 - $23.00/hour (dependent on experience)

Work Environment

This is an onsite position, working Monday to Friday, 8:30 a.m. - 5:00 p.m. The role offers a Temp to Perm opportunity, making it an excellent choice for those looking for long-term employment.



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