What are the responsibilities and job description for the Administrative Assistant position at Bin Store Brands?
Position Summary:
We are seeking a highly confidential, detail-oriented Administrative Assistant with a strong background in financial reconciliation and operational compliance. This role supports multiple business entities and is critical to the effective management of credit card reconciliation, licensing, renewals, and insurance processes.
The successful candidate will possess a strong grasp of financial workflows, outstanding organizational skills, and a proactive mindset focused on cost control, policy compliance, and operational efficiency.
KEY RESPONSIBILITIES
Credit Card Reconciliation & Financial Oversight
- Reconcile 7 corporate credit cards across 3 different companies
- Track receipts, assign expenses to correct accounts, and ensure timely month-end closeout
- Identify and correct discrepancies; escalate unresolved issues
- Monitor spending patterns and enforce policy compliance
- Collaborate with teams to create and refine cost-saving policies
- Proactively flag wasteful or inconsistent spending for follow-up
Licensing, Renewals, and Insurance Administration
- Maintain master calendar for all licenses, certifications, and regulatory renewals across all entities
- Prepare and submit accurate renewal documentation on time, every time
- Liaise with internal departments and external agencies for updates and compliance
- Track and maintain business insurance policies and coverage requirements; assist with audits and claims as needed
Administrative Support & Operational Excellence
- Create systems, spreadsheets, and tracking tools to keep financial and compliance processes smooth
- Provide support to finance, operations, and leadership teams as needed
- Assist with internal audits, reporting, and policy development
- Maintain impeccable documentation and filing systems (digital paper)
- Support the President and anticipate needs before they arise
You Might Be a Fit If You:
- Are obsessed with details and notice things others miss?
- Have strong persistence—you follow up, follow through, and don’t let things slip
- Are a spreadsheet pro and love reconciling transactions?
- Can juggle multiple deadlines across different companies and still stay calm
- Think like a detective: How can we cut costs? Where are we leaking money?
- Are self-directed, resourceful, and love creating systems that work
Requirements:
- 5 years of experience in administrative or financial support roles
- Proficient in Mac, including Pages and Numbers
- Proficient in Microsoft Office Suite
- Proven experience in credit card reconciliation, preferably in a multi-entity setting
- Familiarity with basic accounting software (QuickBooks)
- Comfortable handling financial data and maintaining high level of confidentiality
- Knowledge of business licensing, compliance, and insurance is a huge plus
- Strong organizational, written, and verbal communication skills
Bonus Points For:
- Prior experience working with multi-organization structures
- Knowledge of financial compliance, audits, or regulatory reporting
- Experience identifying and implementing cost-saving initiatives
Why This Role Matters:
- This position is at the heart of our operational integrity and financial stewardship. Your work keeps us compliant, cost-conscious, and running smoothly across all business lines.