Office Administrator

Formal Title: Office Administrator

This position does not carry signature authority for KM Prowess, Inc.; meaning this position may not obligate in a fiduciary and/or legally binding manner any member or portion of KM Prowess, Inc.

Reports To

The Administrative Accounting Specialist will report directly to the Chief Operations Officer and the CEO of K.M. Prowess, Inc. All work requests from other members of the KMP Team must be submitted to the COO and/or CEO before carrying out.

Job Overview

This position is a part-time position slotted to work a maximum of 48 hrs per pay period (2 weeks). This position is not eligible for telework, as essential duties must be performed at an official KMP jobsite/worksite using KMP office equipment. The work includes a variety of administrative support and accounting duties. In general, the work hours for this position are from 8:00am to 4:30pm, Monday through Friday, with a 30 min paid break period. The candidate may choose any three days in a one-week period between 6-8 hrs per day, so long as the days are consistent over a 6 month period (for example 8-4pm or 9-3pm Tues through Thursday).

Administrative Duties to include but not limited to: Process incoming mail; answers incoming calls and distributes phone messages appropriately; monitor office supply levels and submits reorder as necessary as to avoid office down time; assists with meeting preparation to include document printing and distribution; setup/take down of light beverages/foods; keep conference room snacks and beverage supplies stocked and set up for use; keep team member breakroom area tidy; keep library tidy; draft correspondence as requested by Minnie or Kevin; maintain and collect W-9 & COI information for subcontractors. As much as possible, maintain an organized office environment. Organize and maintain files for all subcontractors and clients; support the printing of documents as needed such as blueprints, project documents; troubleshoot office equipment issues (paper jams, ink cartridge replacement, error messages). Accept mail and warehouse deliveries (none COD unless previously approved by Kevin); Manage day to day inquiries from internal staff and external stakeholders in partnership with leadership staff.

Accounting Duties to include but not limited to: Manage all aspects of accounts receivables (A/R) cycle; invoice clients as indicated in weekly KMP team meetings, provide information and support in a timely manner to external accounting firm representative(s); maintain an orderly accounting file system both in paper and in QBO; Assists with audits and end-of-year documents; organize closed project files. Process payroll.

Qualifications

• High School Diploma or equivalent

• Administrative support experience

• High level of skill with Microsoft software platforms (Word, Excel, PowerPoint)

• High intermediate level of Quickbooks Online proficiency

• Customer (internal and external) service focused experience

• Bilingual: Spanish-English (preferred but not required)

Knowledge, Skills & Abilities

• Excellent and effective verbal and written communication skills.

• Ability to exercise extreme discretion in communication with clients, subcontractors, and collaterals.

• Ability to establish and maintain good working relationships with internal and external stakeholders.

• Ability to work under pressure and garner positive outcomes.

• Ability to be detail oriented and next step focused.

• Ability to effectively manage time and competing priorities.

• Ability to quickly identify problems to an effective and efficient resolution.

• Ability to use automated technology and keyboard driven equipment.

• Ability to participate in in-person meetings with company staff, customers and any other related entities as directed by leadership.

• Proficient ability to use company supported hardware and software to manage day to day responsibilities.

• Ability to effectively work in a multicultural environment.

Certifications

• None

Physical Abilities

• Must be able to work in and tolerate varying temperatures.

• Must be able to work assigned shift.

• Must possess visual acuity.

• Must be able to lift up to 5 pounds at times.

• Must be able to sit for long periods of time.

• Must have sufficient manual dexterity to use common office & keyboard driven equipment.

• Must be able to bend, push, pull, squat, and carry.

• Must be able to work in environments where background noise & speech is not suppressed.

• Must be able to work around company mascot/pets (dogs) on occasional visits to the office.

Job Type: Part-time

Pay: $24.00 - $26.44 per hour

Expected hours: 18 – 24 per week

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $24 - $26