Administrative Assistant

Summary 

The position of administrative assistant will provide reception and administrative organization, logistic and general support to the Administrative and Financial department. Responsibilities may include any task related to reception, office management, accounts receivable, accounts payable, ticket collection, invoice reconciliation, data entry, or other administrative accounting duties. 

Responsibilities 

• Answer/direct calls, e-mails and other inquiries. 

• Greet visitors and make introductions to employees.  

• Prepare, send, receive and distribute mail and other parcels. 

• Maintain company electronic calendar to schedule and reserve meeting space and equipment as required. 

• Communicate various information including announcements and memorandums and help schedule/coordinate events.  

• Coordinate with the general services suppliers like the fleet, telephone, and energy companies. 

• Track, order, and maintain inventory of office supplies and equipment, including inventory relevant to the reception and waiting areas.  

• Maintain the reception, waiting areas, meeting rooms, and breakrooms so they are orderly, neat, and tidy.  

• Organize the booking for hotel, flight, car, and all the necessary logistics for current and new employees or visitors.  

• Organize various files, folders, and other information both physically and electronically.  

• Review, reconcile and enter the invoices and inventory in applicable accounting systems. 

• Collect/receive invoices, tickets, receipts, and other documentation. 

• Prepare reports at various intervals and frequencies showing departmental or project accounting metrics. 

• Communicate with vendors, suppliers, subcontractors, and other entities to provide information and answer questions related to accounting activities.  

Minimum Requirements 

• Minimum of two (2) years of experience in similar administrative positions.  

• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. 

• Proficiency in Microsoft Word, Excel, and Outlook.  

• Effective organization skills.  

• Exposure to accounting software(s). E-Cubits, Insite, Document Locator, etc. is a plus.  

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