What are the responsibilities and job description for the Administrative Operations Coordinator position at ASST?
Job Description
Position Role: As the Administrative Operations Coordinator, you are to assist with the day-to-day hands-on accounting, compliance, marketing, and HR functions.
This role requires constant communication with the Controller/Director of Administrative Operations and the ability to operate independently with sound judgment and discretion.
Reports to: Controller/Director of Administrative Operations
Duties & Responsibilities
Accounting & Financial Operations
Position Role: As the Administrative Operations Coordinator, you are to assist with the day-to-day hands-on accounting, compliance, marketing, and HR functions.
This role requires constant communication with the Controller/Director of Administrative Operations and the ability to operate independently with sound judgment and discretion.
Reports to: Controller/Director of Administrative Operations
Duties & Responsibilities
Accounting & Financial Operations
- Own the company's accounts payable day-to-day functions: enter AP invoices in FileMaker/Innergy & Vista, and complete and negotiate AP terms as necessary, subject to Controller/Director of Administrative Operations sign-off.
- Update budgets and contracts in Vista in accordance with PM projections.
- Assist the Controller/Director of Administrative Operations with monthly PM meetings, including preparing reports and communicating billing goals to the Staff Accountant.
- Send sales tax exemption forms and W-9s as requested by vendors.
- Prepare and issue lien releases to subcontractors.
- Maintain compliance by overseeing insurance, lien, contractual, and tax requirements of projects.
- Prepare 1099 forms for rent, non-employees, office cleaners, and other applicable payees at year-end as directed by the Controller/Director of Administrative Operations.
- Renew vehicle registrations.
- Post weekly on social media accounts.
- Update the company website as necessary, including a weekly blog post for SEO purposes.
- Reach out to vendors, customers, and employees for pictures of completed projects.
- Assist the Controller/Director of Administrative Operations with presenting employees' insurance and benefits enrollment options.
- Assess current accounting, compliance, marketing, and HR operations and consistently recommend improvements and new processes as necessary to the Controller/Director of Administrative Operations.
- Begin documenting standard operating procedures and continually update as needed.
- Prepare reports, summaries, and updates for the Controller/Director of Administrative Operations as requested.
- Coordinate with external auditors and the parent company as directed/necessary.
- Other duties as assigned.