Administrative Assistant
1 month ago
We are seeking a highly organized and detail-oriented individual to fill the role of Admin/Accounting Assistant. The successful candidate will be responsible for providing administrative support to our team, including bookkeeping, office administration, and other related tasks.
Key ResponsibilitiesBookkeeping:
- Enter data into accounting software, maintain records, and create reports and financial statements.
- Check accounting records for accuracy, track invoices and payments, and maintain a system for organizing company documents.
- Accounts Payable and Receivable, profit and loss statements.
- Maintain and assist with all job files, purchase orders, PO Books, and billings.
- Organize, enter, scan, and file vendor invoices and ensure complete records and timely vendor payments.
- Prepare invoices for payment and monthly reconciliation of vendor statements. Review PO job coding and ensure invoices have been entered in correct cost codes and have not gone over budget.
- Support CFO with monthly and quarterly preparation of sales & use tax returns.
Office Administration:
- Office filing and supply purchases.
- Copying, scanning, and filing records in an orderly manner within the system are essential.
- Manage agendas/travel arrangements/appointments etc. for the upper management.
- Manage and direct phone calls and correspondence (email, letters, packages etc.).
- Assist with weekly payroll and taxes.
- Provide administrative support to the management team.
- Manage and maintain calendars, schedule appointments, and coordinate meetings.
- Prepare and distribute correspondence, memos, and reports.
- Perform data entry and maintain accurate records.
- Assist with project coordination and follow-up on action items.
- Proofread documents for accuracy and completeness.
- Manage office filing systems and ensure documents are organized and easily accessible.
- Answer phone calls, take messages, and direct inquiries to the appropriate person.
Proven experience as an Admin Assistant, Bookkeeper, or in a similar role.
Solid understanding of basic accounting principles.
Proficiency in accounting software. Foundation Software a plus.
Strong organizational and time-management skills.
Excellent attention to detail and accuracy.
Ability to work independently and meet deadlines.
Strong communication and interpersonal skills.
Knowledge of Federal, State, and local laws and regulations governing Employee Payroll.
Full-time / Part-time Position – Position is full-time, but we are willing to work with the right person to accommodate schedule constraints.
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