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Business Operations Assistant

2 months ago

Charlotte, North Carolina, United States Magnify Full time
Administrative Specialist

Magnify is seeking a highly organized and detail-oriented Administrative Specialist to support the smooth operation of our organization.

Key Responsibilities:
  • General Administration:
    • Perform a range of administrative duties to ensure daily operations run efficiently, including document management and coordination of business activities.
    • Handle various administrative tasks, including contract management and vendor relationships.
    • Manage administrative agreements and service contracts with key partners.
    • Oversee office supply orders, including equipment and software.
  • Event & Travel Coordination:
    • Assist in planning and coordinating business events, including venue selection and travel arrangements.
    • Organize company events such as team-building activities and client appreciation events.
    • Manage travel arrangements for staff, ensuring compliance with company policies.
  • Facilities & Supplies Management:
    • Oversee building access control, office keys, and new hire onboarding.
    • Handle office stationery orders, including business materials and promotional items.
  • Mail & Shipping:
    • Prepare and send packages, handle certified mail, and manage postage.
  • Accounting Support:
    • Maintain financial records and request necessary forms for new accounts.
    • Open mail in the absence of the Finance Director.
    • Manage the vendor account, verify invoices, and process payments.
    • Handle client credit applications, asset management, and vendor payments.
    • Follow up on credit and collections, and update financial records.