Personal/ Administrative Assistant

Administrative Assistant

Provide administrative support to the Financial department by performing various clerical tasks, such as filing, mail handling, making bank deposits and keeping bank records, handling invoices, tracking expenses for specific projects, and bookkeeping. Other duties include preparing financial records, office administration, and processing payroll. This position requires attention to detail, reliability, and excellent communication skills. Must have good computer skills, solid math skills, and a strong familiarity with computer accounting software and bookkeeping practices.

Contributions and responsibilities

• Plan, coordinate, and successfully execute a variety of business requests.


• Coordinate completion of client requests as directed by partners and managers through team communication.


• Project tracking/organization


• Assist with accounting.


• Prepare or assist with client billings under the guidance of the Billing Manager


• Assist with E-filing/processing tax returns.


• Maintain schedules and calendars for meetings, travel, and appointments.

Background and skills

• Excellent verbal and written communication skills


• Associate’s degree, preferably in accounting or finance, and/or appropriate balance of education and work experience


• Prefer candidates with any prior office/administrative experience or prior internships


• Perform work accurately and in a time-efficient manner, with strong attention to detail, organization, and follow through


• Strong computer skills, including solid skills in the Microsoft Office suite


• A basic understanding of accounting and tax rules is preferred but not required


• Maintain a professional demeanor with co-workers and clients

Role

• Account Receivable (AR) /Account Payable (AP)


• Bank reconciliations


• Auditing of invoices for primary vendors, main outsource partners, and logistics partners such as DHL and FedEx

Requirements

• Basic, intermediate accounting


• An accounting lifer who is passionate about accounting and has studied or is studying accountancy


• Ideally, someone who has a degree or is well educated


• QuickBooks Online or similar experience


• Advanced Excel


• Payroll experience, and knowledge of payroll taxes & process


• Must also have the desire to learn.

Essential duties and functions

• Assist with department results and coordination of team productivity.


• Assist with the workflow of the team not limited to assisting in delegating and distributing work associated with processing direct bill statements.


• Assist in providing direction and responding to specific questions.


• Assist with overseeing or taking over complex cases and escalations.


• Assist with training and developing teammates on new systems and procedures.


• Assist in creating templates from direct bill commission statements, apply cash to invoices, and resolve errors.


• Assist with critical elements required for month-end close.


• Correspond with Vendors by phone, mail, and email to respond to complex questions, investigate and resolve issues, and follow up on outstanding items. Ensure all correspondence and requests are documented and attached to the appropriate file in the appropriate systems.


• Frequently coordinate and correspond with other internal departments.

Competencies

• Time management—the individual prioritizes and uses time efficiently.


• Interpersonal skills—the individual maintains confidentiality, remains open to others’ ideas, and exhibits a willingness to learn new things.


• Oral communication—the individual speaks clearly and persuasively in positive or negative situations and demonstrates group presentation skills.


• Written communication—the individual edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.


• Problem-solving—the individual identifies and resolves problems in a timely manner, gathers and analyzes information skillfully, and maintains confidentiality.


• Quality control—the individual demonstrates accuracy and thoroughness and monitors their own work to ensure quality.

 Qualifications

• Minimum education required High School Diploma or GED


• Proficient with MS Office Suite


• Exceptional telephone demeanor


• Ability to maintain a high level of confidentiality


• 2 or more years of experience in a similar position or industry

• Associate’s or Bachelor’s degree in an accounting-related discipline

• Compile and analyze data to identify trends


• Follow up with clients regularly to ensure needs are being met and find opportunities for growth


• Maintain a database of clients, prospects, partners, and vendors