Administrative Assistant

Responsibilities and Duties

Reception and General Admin:

● Manage building access, and all guest and visitor interactions at the campus. Maintain

visitor log and ensure only authorized visitors gain entry.

● Handle confidential information with proper care.

● Serve as the central contact for general information and campus management.

● Read and analyze incoming memos, letters, and reports to determine their significance

and distribute them appropriately.

● Maintain office appearance and functionality to facilitate efficient operations.

General Support:

● Perform normal office functions such as setting up and maintaining files, arranging meetings

and conferences internal and external. Make all arrangements for visitors and company

travelers.

● Reviewing drafts and finished documents: Your role will involve examining documents for

grammatical correctness, ensuring they adhere to appropriate language usage, and making

necessary corrections. This task aims to improve the overall quality of your clarity of the

documents being reviewed.

● Prepare reports by selecting relevant information from a variety of sources.

● Inventory of supply upkeep, ordering supplies as needed, maintaining purchase requests.

● Create and maintain project information and ensuring the confidentiality and security of

documents; create subcontracts, purchase orders, change orders and expense reports and

their respective attachments as well as generating transmittals per VP of Operations, Chief

Financial Officer, and Chief Revenue Officer.

Presentation:

● Utilizes computer skills to create high quality graphic and text presentations often under

tight timeframes. Interpret needs, determine, and produce effective presentation

layout, and organize the final documents.

Accounting:

● Coordinate invoice routing and monitor payment to subcontractors and vendors.

● Prepare expense reports and collect all the items that are required to have them turned

in a timely manner. (For senior management)

● Provide administrative support to executives and project teams including purchasing,

updating documents and spreadsheets, price comparisons and due diligence including

contacting vendors and miscellaneous logistics.

Human Resources:

● Coordinate with IT for onboarding and offboarding to ensure proper campus access and

positive onboarding experience for new employees.

● Back up for Process payroll 26 times a year.

● Make sure all personnel files are up to date.

● Plan and Coordinate company events (Onsite and off- site)

● Support Human Resources with weekly follow-up with new hires and all other training.

● Maintain a fully stocked, organized & clean kitchen, and ensure that all past due and

unsafe food is properly disposed.

● Light cleaning of the kitchen upkeep, dishwasher loading/unloading, wiping down

counters/tables, etc.

Special Projects:

● Lead the RFID project, research and giving recommendations on the system. Maintain

and updates on going.

Sales:

Backup for sales input in Magento, Quick Books and Shipstation.

Ability to manage several projects and tasks simultaneously.

Handle confidential information.

Run business errands.

Other duties as assigned.

Qualifications

● College degree or the equivalent combination of education, training, and related business

experience.

● 5+ years’ experience in an office, administrative or clerical setting

● Minimum 2-3 years’ experience working with QuickBooks/Accounting software.

● Proficient with Google applications as well as Microsoft Office

● Strong writing, communication, and math skills

● Strong team player who is willing to go above and beyond.

● Must be Detail oriented.

● Valid Driver’s License, with a vehicle and current insurance