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Administrative Specialist/Front Office Lead

2 months ago

Denver, United States Colorado Lighting, Inc. Full time
Administrative Specialist/Front Office Lead - Reports to the Director of Accounting

The Administrative Specialist/Front Office Lead is a member of the Finance & Accounting Team and reports to the Director of Accounting.  The primary responsibilities are to provide administrative support including receiving and matching purchase order receipts and invoices; arranging corporate travel; and ensuring adequate levels of coverage for the front office and receptionist duties.  The position also ensures compliance with contractual requirements including preparing and remitting sales tax returns and other assigned duties. Accuracy, time management, multi-tasking and strong computer skills are required.  An integral part of this position is interfacing with operations and field personnel as well as the billing team to ensure timely and accurate completion of the required tasks. This position is responsible for (but not limited to) the following:
  • Manage Purchase Order receipts.
  • Processing sales tax returns.
  • Book hotel travel as requested by managers.
  • Assist with Payroll (tech time) functions.
  • Ensure there is appropriate coverage at the front desk for receptionist duties.
  • Other duties as assigned.

Key tools and competencies needed to accomplish job responsibilities:
  • This position will require a minimum of 3 to 5 years’ experience as a lead office administrator.
  • Experience with various software programs, on-line portal entry, and both strong excel and reconciliation skills are required for this position.  
  • Strong written and verbal skills and a professional attitude are necessary for corresponding with employees, customers, vendors, and taxing authorities.
  • Must have strong communication skills and proven ability to work in a team environment as both a lead and support position.
  • Must be flexible as to other job duties as assigned, as this is an overall support position for the corporate office.
 Key Performance Indicators (KPI’s) – Accountability Measures
  • All the sales tax  work sheets are balanced and updated monthly no later than the 17th of each month. 
    • Sage tax reports 3-1-11-0a & 11-1-10-0a & Quickbooks download
  • Input to the various state, county, and city websites is completed accurately by the 17th of each month and is validated back to the expected payment report.
    • Balance confirmations to detail posting in remittance account
  • Match all the receipts and invoices to Purchase Orders daily, ensuring that all documentation is matched within 7 days of receipts.
    • Must bring any exceptions to weekly meeting to review with Director of Accounting and/or Senior Cost Analyst
  • Balance log of travel expenses and job cost to work orders, using allocation process on a weekly basis.  
    • Sage journal input 1-3 & 11-2

Meeting on exceptions and overall touch base scheduled weekly/bi-weekly.