Administrative Assistant

iBusinessSolutions is seeking a highly organized, detail-driven Administrative Assistant to support our finance, operations, sales, and client-service functions. This role is ideal for a self-starter who thrives in a structured environment, can manage multiple priorities, and enjoys contributing to both internal operations and client-experience initiatives.

Key Responsibilities

Financial Administration & QuickBooks Management

• Maintain QuickBooks accounts for iBiz, including:
• Operating Account
• OBC Account
• NSF Account
• Payroll Fees Account
• Workers' Compensation Trust Account
• Tax Trust Account
• Complete bank reconciliations, transaction entries, billing, deposits, credit-card reconciliations, and financial reporting.
• Prepare monthly and quarterly financial statements, including:
• Profit & Loss
• Balance Sheet
• Rolling 12-Month Averages
  

Accounts Payable & Insurance Administration

• Manage payables across the company.
• Oversee insurance programs: renewals, payments, documentation, and compliance tracking.
  
  

Operational & Administrative Duties

• Conduct physical and remote bank deposits.
• Manage inbound and outbound mail.
• Administer the escheatment review process prior to any client notifications.
• Coordinate client engagement initiatives (Thinking-of-You cards, recognition programs).
• Order office supplies and maintain inventory.
• Process monthly sales tax filings.
• DCS Scheduling, Certs, Pretty Committee, Inspections/Project management and other administrative functions
  
  

Payroll & Billing Support

• Process payroll for iBiz.
• Manage American Funds remittances.
• Handle FBC monthly billing cycles.
• Support commissions processing.
  
  

Systems & Technology Work

• Maintain AgencyBloc records and updates.
• Serve as the internal Zoho Champion, supporting workflows, data hygiene, and basic troubleshooting across Zoho applications.
  
  

Marketing/Sales Support

• Assist with coordination between iBiz and our advertising/marketing vendor.
• Support ongoing marketing initiatives, including:
• Campaign coordination and follow-up
• Gathering and providing content as needed
• Tracking performance updates or deliverables
• Monitoring branding consistency across platforms
• Help organize marketing-related materials, outreach efforts, and promotional tasks.
• Support sales team in producing custom brochures and proposal materials.
• Provide administrative support for events, campaigns, or special projects as required.
  

Qualifications

• Experience with QuickBooks Online (required).
• Strong financial-administrative background, including reconciliations and multi-account bookkeeping.
• Strong background in Microsoft Excel, Word, Outlook and Computers.
• Familiarity with payroll processes and billing cycles.
• Experience with CRM or agency-management systems (Zoho, Commissions Processing preferred).
• Exceptional organizational skills and attention to detail.
• Ability to handle confidential information with discretion.
• Strong written and verbal communication.
• Experience with marketing and supporting a sales team to drive revenue.
  
  

What We Offer

• Supportive, mission-driven team culture.
• Opportunities for cross-training and professional development.
• Competitive compensation based on experience.
• Stable, long-term role with meaningful impact on company operations.