Administrative Assistant
1 day ago
Position Type: Full Time, Hourly
Reports to: Senior Administrative Coordinator
Location: Onsite, Ocoee, FL
Role Summary:
The Administrative Assistant provides essential administrative, operational, and office support to ensure the smooth day-to-day functioning of the organization. This role serves as a primary point of contact for visitors, vendors, and internal staff while supporting office operations, accounting coordination, ERP system administration, and company culture initiatives.
The ideal candidate is detail-oriented, highly organized, proactive, and comfortable managing a wide variety of responsibilities across office administration, reporting, vendor coordination, and internal systems. This position plays a key role in maintaining an efficient, well-run office environment and supporting business operations.
Key Responsibilities
Front Desk & Office Administration
- Greet visitors including customers and vendors, ensuring a professional and welcoming environment
- Answer incoming phone calls and route or track calls as needed
- Perform general office duties as needed, including copying, scanning, filing, and shredding
- Maintain administrative ticket boards and track assigned tasks
- Assist with email management and follow-up tasks
- Order and maintain office supplies, restroom supplies, and kitchen items
- Order and manage office snacks
- Manage water cooler service and supplies
- Order company apparel and branded materials
- Order business cards for employees
- Track petty cash usage
- Manage incoming and outgoing shipping and mailing
- Coordinate internal and external shipments
- Track deliveries and ensure proper documentation
- Track employee timesheet submittals
- Track company vehicle usage and manage reservations as needed
- Assist with booking travel for leadership and employees as requested, including:
- Hotel reservations
- Flight bookings
- Track employee birthdays and work anniversaries
- Assist with planning and coordinating company events
- Process employee recognition and rewards
- Scan and input checks into the ERP system (Acumatica)
- Process miscellaneous accounts payable entries for purchases
- Manage monthly recurring payments
- Assist with commission and operational reporting
- Review and process monthly invoices and billing breakdowns
- Support ERP billing tasks, including accounts payable and prorated customer invoices
- Monitor and manage the accounts payable inbox
- Create and maintain vendor records in the ERP system
- Create and maintain customer records in the ERP system
- Manage recurring invoices and billing records
- Process certificates of insurance as needed
- Maintain renewal tracking and reporting boards
- Provide quoting and administrative sales support
- Assist with inventory audits and record accuracy
- Assist with Microsoft Office 365 user and license management
- Perform recurring system audits and reviews, including:
- License and user access audits (monthly and quarterly)
- Cloud service usage and storage reviews
- Security and authentication reviews
- Device count audits
- Review invoices related to software, services, and telecommunications
- Open and track building maintenance and repair requests with property management
- Coordinate notary-related needs
- Assist with vendor renewal and compliance documentation
- Support annual tax-exempt and compliance documentation processes
- Track internal workflow milestones related to completed sales and commissions
- Assist with employee insurance administration changes and billing reviews
- High school diploma or equivalent required; additional administrative training is a plus
- Prior experience in an administrative assistant, office coordinator, or operations support role
- Proficiency in Microsoft Office (Excel, Word, Outlook); familiarity with Office 365 administration preferred
- Experience working with an ERP system such as Acumaticais a strong plus
- Strong organizational, time management, and multitasking skills
- High attention to detail and accuracy
- Professional written and verbal communication skills
- Ability to handle confidential information with discretion
- In-office position in a professional office environment
- Routine use of standard office equipment
- Light cleaning and basic office upkeep required
- Ability to sit, stand, walk, lift light supplies, and perform repetitive administrative tasks
You will be eligible for immediate enrollment into our benefits program with a lead time that ranges between thirty (30) and sixty (60) days before coverage begins.
Highlights of the current benefits are as follows:
- Medical, dental, and vision insurance with competitive plan options
- 401K plan + employer match + immediate vesting
- Employer paid long-term disability insurance + life insurance
- 22 days off per year (15 days of accrued PTO + 7 paid holidays)
- 6 weeks paid parental leave
- Company issued laptop
- Company paid training as necessary
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