Administrative Specialist/Front Office Lead

3 weeks 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:
  • Purchase Order receipts
    • Matching receipts and invoice amounts to open Purchase Orders on the system
    • Noting work orders and purchase order lines for current delivery status or receipt
    • Notifying Purchasing if quantities or pricing does not match.
    • Uploading PODs to the ERP system
    • Following up with CLI personnel for documentation and verification of receipt
    • Run the audit report weekly to ensure Purchase Orders are correctly received and closed on the system.
  • Processing sales tax returns
    • Balancing the sales tax spreadsheet on a monthly, quarterly and annual basis.
    • Input the related dollar values into the appropriate state or local website
    • Calculate the remittance value and update control documents
    • Submit for payment and print off confirmation of payment pages
    • Bring any discrepancies on the sales tax worksheets to the Senior Cost Analyst so changes to the ERP system can be made.
  • Book hotel travel as requested by managers
    • Follow company guidelines for allowable travel accommodations
    • Keep log of all travel booked on the company credit card and website
    • Prepare allocation entries to job cost the travel for all direct expense
    • Balance the travel hotel costs on the allocation spreadsheet and input to the ERP system monthly to ensure adequate job costing.
  • Assist with Payroll (tech time) functions
    • Validate and upload tech and equipment time and cost information to Sage
    • As needed, validate tech time between Sage and Paychex
    • Back up primary payroll functions as needed when Payroll Specialist is away
  • Ensure there is appropriate coverage at the front desk for receptionist duties 
    • Coordinate the lunch, break, and PTO time between the primary receptionist and all backup personnel
    • Ensure all backup personnel are trained on how to direct calls on the phone system
    • Ensure schedules of employees that are out or not available are shared among all that are answering the phones
  • Other duties as assigned
    • Prepare the weekly schedule of KPI measurements for the Admin. meeting

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.

  • Administrative Specialist/Front Office Lead

    3 weeks ago

    Denver, United States Colorado Lighting, Inc. Full time $24

    Administrative Specialist/Front Office Lead - Reports to the Director of AccountingThe 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;...

  • Administrative Specialist/Front Office Lead

    3 weeks ago

    Denver, United States Colorado Lighting, Inc. Full time $24

    Administrative Specialist/Front Office Lead - Reports to the Director of AccountingThe 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;...

  • Front Desk Lead

    2 weeks ago

    Denver, United States Orthopedic Centers of Colorado Full time

    Job DescriptionJob DescriptionDescription:FRONT DESK LEAD POSITION OVERVIEW:The Front Office Lead is responsible for over-seeing the day-to-day operations of the front office functions including patient registration/reception, scheduling, and patient check-out/discharge in accordance with established protocol of the practice. FRONT DESK LEAD ESSENTIAL...

  • Front Office Coordinator

    5 days ago

    Denver, Colorado, United States Fresh Form Draft Full time

    Job SummaryWe are seeking a highly organized and communicative Front Desk Representative to serve as the primary point of contact for our clients and visitors at Fresh Form Draft. As a key member of our team, you will be responsible for creating a welcoming and professional environment for everyone who interacts with our company.Key ResponsibilitiesGreeting...

  • Front Office Representative

    1 week ago

    Denver, United States Pattern Promotions Full time

    Job DescriptionJob DescriptionFront Office Representative - Pattern PromotionsLocation: Denver, COJob Type: Full-time (38 hours per week)Salary: $500 to $850 per weekAbout Us:At Pattern Promotions, we believe in creating future managers. We offer all of our collaborators an equal opportunity to progress their careers to a higher level. Great work comes with...

  • Administrative Office Specialist

    2 weeks ago

    Denver, Colorado, United States Urban Villages Full time

    Position Overview:Urban Villages is in search of a dedicated full-time Administrative Office Specialist (AOS) to effectively manage responsibilities across our organization and the Colorado Impact Fund, delivering vital administrative support. The ideal candidate is dependable, highly driven, and exceptionally organized, possessing outstanding interpersonal...

  • Assistant Front Office Manager

    2 months ago

    Denver, Colorado, United States The Ritz-Carlton Full time

    Job Number Job Category Rooms & Guest Services OperationsLocation The Ritz-Carlton Denver, 1881 Curtis Street, Denver, Colorado, United States VIEW ON MAP Schedule Full-TimeLocated Remotely? NRelocation? NPosition Type ManagementJOB SUMMARYAssists the Front Office Manager in administering front office functions and supervising staff on a daily basis. Front...

  • Chief Operations Officer

    2 weeks ago

    Denver, Colorado, United States Front Range Community College Full time

    Chief Operations OfficerFront Range Community College is seeking applications for the role of Chief Operations Officer (COO). This pivotal position is designed to enhance the operational framework of the institution, focusing on the success of over 27,000 students annually and providing exceptional educational opportunities.With three campuses strategically...

  • Office Support Specialist

    2 weeks ago

    Denver, Colorado, United States J Kent Staffing Full time

    Position OverviewWe are currently seeking a dedicated Office Support Specialist to join our team. This role is essential in ensuring the smooth operation of our office environment and supporting various administrative functions.Compensation: $27.00/hour (commensurate with experience)Work Schedule:Full-Time: Monday - Friday, 9:00 am - 6:00 pm, with a 1-hour...

  • Administrative Support Specialist

    2 weeks ago

    Denver, Colorado, United States ASK Consulting Full time

    Job OverviewPosition Title: Administrative Support SpecialistLocation: Denver, COContract Duration: 3 MonthsCompensation: $20-21/hour on W2Position Summary:This role is essential for managing the front desk operations and providing vital administrative assistance within the organization. The successful candidate will be responsible for welcoming visitors and...

  • Case Administration Specialist

    1 month ago

    Denver, United States Colorado District Court Full time

    Main content Job Details for Case Administration Specialist Court Name/Organization: Colorado District Court Overview of the Position: The Clerk’s Office of the U.S. District Court for the District of Colorado is accepting applications for a Case Administration Specialist. The Case Administration Specialist is primarily assigned to support a select...

  • Administrative Support Specialist

    6 days ago

    Denver, Colorado, United States Fresh Form Draft Full time

    Job SummaryWe are seeking a highly organized and communicative Front Desk Representative to serve as the primary point of contact for our clients and visitors at Fresh Form Draft. As a key member of our team, you will be responsible for creating a welcoming and professional environment for everyone who interacts with our company.Key ResponsibilitiesGreeting...

  • Chief Operations Officer

    2 weeks ago

    Denver, Colorado, United States Front Range Community College Full time

    CHIEF OPERATIONS OFFICERFront Range Community College is seeking applications for the role of Chief Operations Officer (COO). This pivotal position has been established to enhance the operational framework of the institution.Front Range Community College (FRCC) is dedicated to the academic success of over 27,000 students each year in credit-bearing courses,...

  • Administrative Office Specialist

    2 weeks ago

    Denver, Colorado, United States Urban Villages Full time

    Job OverviewPosition Summary:Urban Villages is in search of a dedicated full-time Office Coordinator (OC) to provide crucial administrative support while working closely with Colorado Impact Fund. The successful candidate will be dependable, highly driven, and exceptionally organized, possessing outstanding interpersonal skills.Key Responsibilities:Assist...

  • Administrative Office Specialist

    2 weeks ago

    Denver, Colorado, United States Urban Villages Full time

    Job OverviewPosition Summary:Urban Villages is in search of a dedicated full-time Office Coordinator (OC) to provide vital administrative support, dividing responsibilities between our organization and Colorado Impact Fund. The successful candidate will be dependable, highly driven, and exceptionally organized, possessing outstanding interpersonal skills.Key...

  • Front Office Coordinator

    1 month ago

    Denver, United States Lone Peak Dental Group Full time

    Job DescriptionJob DescriptionAre you a Front Desk Coordinator in the dental field? Looking for a job that offers a flexible schedule and full-time hours? Do you enjoy working with kids and teens? Do you want to help patients build healthy habits that last a lifetime?Colorado Kids Dental is looking for a hard-working, reliable Front Office Coordinator for...

  • Reception and Administrative Support Specialist

    1 week ago

    Denver, Colorado, United States Lakeshore Talent Full time

    Job OverviewLakeshore Talent is seeking skilled candidates for a Reception and Administrative Support Specialist position within a healthcare organization. This role is designed to provide essential front desk services and administrative assistance to a designated department or team.Position Highlights:The Reception and Administrative Support Specialist will...

  • Front Desk Lead Therapy

    2 months ago

    Denver, United States Orthopedic Centers of Colorado Full time

    Job DescriptionJob DescriptionDescription:POSITION OVERVIEW:Supervise front office personnel and work functions at all locations. Act as liaison between patients in the reception area, therapy department and business office.ESSENTIAL FUNCTIONS:SupervisorySupervises staff with direct patient contact and administrative related activities. Maintain patient...

  • Hotel Front Office Manager

    1 week ago

    Denver, Colorado, United States NWEA Full time

    Position Overview:We are seeking a skilled and experienced Front Desk Supervisor to oversee our front office operations and ensure exceptional guest experiences.Key Responsibilities:1. Manage daily front desk operations, ensuring that customer service standards are consistently met.2. Supervise, train, and mentor front office staff to deliver outstanding...

  • Assistant Front Office Manager

    1 month ago

    Denver, Colorado, United States Renaissance Denver Hotel & Conference Center Full time

    OverviewOpportunity: Assistant Front Office ManagerAssist in overseeing front office operations to include supervising front office personal in accordance with established guest service and sustainability standards. Potential Career PathFront Office Manager – Rooms Division Manager – Assistant General ManagerEssential Job FunctionsInterview, select,...