Administrative Assistant(100%Remote) Jobs

Administrative Assistant

Mission:To provide excellent Administrative, IT, and interdepartmental support, to provide a good staff experience, and to process invoices and payments in a timely and accurate manner.

Key Accountabilities:

• Interdepartmental Support
• Accounts Payable
• Staff Experience
• IT
• Administrative Support

Accounts Payable

• Prepare and submit payments to vendors
• Filing processed invoices and other documents in respective folders
• QuickBooks data entry

Administrative Support

• Light cleaning (vacuum 1x per week, dusting, take out trash)
• Screen incoming phone calls, routing to appropriate party or recording lead information on our Lead Tracker, including client email and notifying salesperson of new lead
• Keep Reception Area clear of packages
• Schedule monthly deep-clean with outsourced cleaner
• Make sure that tabletops, surfaces and floors are routinely purged of clutter, material samples, old IT equipment etc. so that the office appears organized
• Support Administrative Team in various tasks and projects as needed
• Maintain Office Supply Stock
• Assist in Decorating for holidays/special events if needed
• Restock Supplies (paper towels, soap, change lightbulbs)
• Refresh Planters and water and fertilize as needed

Staff Experience

• Maintain supply of branded uniforms for staff
• Recognize birthdays with a gift card and note
• Recognize anniversaries with a letter and notifying Kylie for possible milestone check
• Coordinate Staff events with direction from person responsible for event
• Coordinate employee newsletter
• Check for online client reviews and coordinate a staff lunch to celebrate each one
• Onboarding & Offboarding, following established checklists

Interdepartmental Support

• Assist Business Development with Warranty Binders and Pardon Our Dust
• Run occasional errands which might include taking a package to the post office, picking up flowers, shopping for various supplies
• Subcontractor Compliance - Onboarding new sub contractors and maintaining proof of insurance records
• Assist Production team with Vehicle Registration and Scheduling Vehicle Repairs and Maintenance as needed

IT

• Maintain office business machines (phones, printer, fax machine, copier, etc.)
• Maintain IT device tab in Office Launcher Sheet
• Serve as the link between our IT tech and the office
• Manage security alarm system
• Update phone message as needed
• Manage Internet/WiFi service
• Set up new hires with appropriate IT device for their job