The administrative assistant provides support to the managers, along with some bookkeeping tasks. The administrative assistant performs various data entry tasks that require attention to detail. Accuracy is key to supporting the company-wide goals.

Experience in A/P along with QuickBooks is very beneficial. We are able to train individuals who do not have experience but do have a general understanding of accounting software or at least a willingness to learn.

Experience and ability to navigate in the office suite of products is necessary. Experience & a general understanding of excel (equations, sorting & filtering, etc.) is also necessary. Due to the majority of our work force being Spanish, having bilingual skills is also very valuable.

Aspects of this role include but are not limited to the following:

1. Answering phones. Directing calls to appropriate staff members. Scheduling sales and estimate appointments/site evaluations.

2. Opening of mail. Separating of checks by entity. Cross referencing of A/P Bills that come in

3. Payments of vendor bills once approved via credit card or our Bill.com portal or QuickBooks

4. Supplies Billing to customers & placing orders for customers via our fulfillment companies.

4a. Ordering & receiving of products for the back warehouse.

4b. Tracking materials taken by staff for their own consumption and for resale to customers.

4c. Determining low priced procurement vendors and placing deliveries to customers.

4d. Cross Referencing customer deliveries and pickups from warehouse and back charging customers for supplies delivered.

4e. Checking supplier invoices for item price increases.

5. Organizing, maintaining, scanning and Monitoring of Franchisee and Subcontractor Documents and certificates of insurance.

6. Organizing, maintaining, scanning and Monitoring of Customer related documents including contract expiration dates

7. Assisting with annual insurance audits.

8. Assembling & sending of Proposals via Word and the Panda Docs platform

9. Ordering of office supplies

10. Assisting with the creation of email marketing material

Being proactive.. Looking for things to keep us progressing!

Job Types: Full-time, Part-time

Pay: $18.00 - $25.00 per hour

Benefits:

• Paid time off

Schedule:

• Monday to Friday
• Weekends as needed

Language:

• Spanish (Preferred)

Work Location: In person