Parttime Administrative Assistant
Found in: Appcast US C2 - 2 weeks ago
The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role.
Location: This position is part-time and will be located on-site at the Palm Beach Gardens headquarters.
Work Schedule: Monday-Friday, 5 hours per day. Shift starts at 9:00am.
Responsibilities
- Assist office of approximately 30 employees
- Answer all general incoming calls
- Point of contact for all guests, building management, deliveries, and vendors
- Manage server tapes and office equipment – copier, postage meter (and assist New York I.T. team remotely as needed)
- Manage office supplies and toner inventory, and purchase as needed. May require travel to pick up items if online delivery cannot be completed timely.
- Sort and distribute incoming mail, as well as scan all invoices to appropriate contacts for approval, prior to sending to Accounts Payable.
- Mail out of weekly payables via USPS and FedEx
- Mail out of bi-weekly payables via USPS and FedEx as needed.
- Prepare outgoing FedEx packages as needed.
- Prepare certified mailings and retain copies of notices and returns for Tax group
- Order business cards for employees
- Arrange travel for various employees and consultants (flights, hotels, car service)
- Coordinate with Iron Mountain for storage and shredding needs
- Manage inspections (Security101, server room AC, fire marshal, etc.)
- Order lunch for the office twice weekly and for other meetings as needed. May entail traveling to pick up lunch orders.
- Create bank deposits and take them to the bank.
- Other tasks as assigned by management.
Qualifications
- Bachelor's degree or equivalent experience
- Strong interpersonal, customer service and communication skills
- Ability to multitask
- Experience with Concur expense and travel management software a plus
- Proficient in Microsoft Office suite
- Must have reliable transportation
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