Part Time Administrative Assistant

In the VELUX Group, we offer you a world of opportunities and the chance to create a bright future.

From the forefront of the sustainable indoor living industry, we enable those who live, work and play under the roof transform their spaces and live a healthier everyday life with more daylight and fresh air.

The VELUX Group is an international, family-owned business with strong financial roots and each year we are able to create real impact by reinvesting in society, our employees and planet through our foundations.

Alongside the rest of our values, “courage” and “mutual respect” define our actions every day and how we wish to contribute to the world.

This position will offer support to the Lighthouse Staff including the Manager, Installation Team and all External Customers. The Administrative Assistant will be responsible for all company phone calls, texts, emails and other incoming communications and must exhibit the skillset to promptly receive and clearly communicate information to others. This position will be responsible for the entry and scheduling of GOOGLE Calendar events and oversee all entry and navigation of the CRM HubSpot sales platform. Additionally, the position will be responsible for all data entry and processing of Lighthouse financial information into QuickBooks and will report activity to the manager and VELUX finance Team.

Primary Functions:

• Process and maintain all ENERBANK transactions.
• Review, update and maintain GOOGLE Calendar in real time. Establish schedule for in-home consultations, installation projects and material deliveries
• Review product features and benefits with all walk-in customers
• Stage all skylight projects for installation team
• Record HubSpot activity and update the movement of HS Stages in real time. Follow HubSpot Procedure Manual and maintain engagement with customer through the sales process.
• Complete all month end closing financial activities.
• Capture and respond professionally to all incoming communications within Lighthouse business hours.
• Follow all procedures and tasks assigned in QuickBooks Process Flow Guide including the creation of customer invoices, collection of revenues and reconciliation of deposits.
• Enter incoming vendor invoices and process all Lighthouse payments.
• Reconcile monthly credit card transactions.
• Process all payment types for Lighthouse customers.
• Follow VELUX Solutions service procedure and schedule and process quotes and invoices for Service work.
• Collect all required data from external lead sources.
• Collect weekly expense reports from installers and process for reimbursement.
• Process all material orders and cross check with manufactures confirmations
• Procure all office supplies and postage

Qualifications:

• Must be proficient in Microsoft Office.
• Proficiency in QuickBooks (data entry, accounts payables and reconciliations) is required.
• Must present a positive and professional appearance.
• Minimum of one to three years of office management/administrative experience is required.
• Must possess excellent organizational and communication skills.
• Must possess an overall good work record and desire to work in a team environment
• Demonstrate ability of maintaining confidential information based on a high degree of personal integrity, professionalism and commitment.
• Excellent communication skills, both oral and written.
• Ability to handle multiple tasks at one time.
• An Associate’s Degree in a related field is preferred.

Equal Opportunity Employer

VELUX is fully committed to the concept and practice of equal opportunity in all aspects of employment. To further our goal of equal employment opportunity for all employees and prospective employees, it is the policy of VELUX to recruit, hire, train, and promote persons in all job titles without regard to race, color, religion, sex, age, disability, protected veteran status, national origin, sexual orientation, or any other basis prohibited by applicable law. All employment decisions shall be consistent with the principle of equal employment opportunity and only job-related qualifications will be required.

E-Verify

VELUX uses E-Verify to confirm the employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify.