Administrative Assistant

Position: Administrative Assistant

Position Type: Full Time, Hourly

Reports to: Senior Administrative Coordinator

Location: Onsite, Ocoee, FL

Role Summary:

The Administrative Assistant provides essential administrative, operational, and office support to ensure the smooth day-to-day functioning of the organization. This role serves as a primary point of contact for visitors, vendors, and internal staff while supporting office operations, accounting coordination, ERP system administration, and company culture initiatives.

The ideal candidate is detail-oriented, highly organized, proactive, and comfortable managing a wide variety of responsibilities across office administration, reporting, vendor coordination, and internal systems. This position plays a key role in maintaining an efficient, well-run office environment and supporting business operations.

Key Responsibilities

Front Desk & Office Administration

• Greet visitors including customers and vendors, ensuring a professional and welcoming environment
• Answer incoming phone calls and route or track calls as needed
• Perform general office duties as needed, including copying, scanning, filing, and shredding
• Maintain administrative ticket boards and track assigned tasks
• Assist with email management and follow-up tasks

Office Supplies, Snacks & Resources

• Order and maintain office supplies, restroom supplies, and kitchen items
• Order and manage office snacks
• Manage water cooler service and supplies
• Order company apparel and branded materials
• Order business cards for employees
• Track petty cash usage

Shipping, Mail & Logistics

• Manage incoming and outgoing shipping and mailing
• Coordinate internal and external shipments
• Track deliveries and ensure proper documentation

Time, Vehicles & Scheduling

• Track employee timesheet submittals
• Track company vehicle usage and manage reservations as needed
• Assist with booking travel for leadership and employees as requested, including:
• Hotel reservations
• Flight bookings

Events, Culture & Employee Engagement

• Track employee birthdays and work anniversaries
• Assist with planning and coordinating company events
• Process employee recognition and rewards

Accounting & Financial Support (Administrative-Level)

• Scan and input checks into the ERP system (Acumatica)
• Process miscellaneous accounts payable entries for purchases
• Manage monthly recurring payments
• Assist with commission and operational reporting
• Review and process monthly invoices and billing breakdowns
• Support ERP billing tasks, including accounts payable and prorated customer invoices
• Monitor and manage the accounts payable inbox

ERP System, Data & Records Management

• Create and maintain vendor records in the ERP system
• Create and maintain customer records in the ERP system
• Manage recurring invoices and billing records
• Process certificates of insurance as needed
• Maintain renewal tracking and reporting boards
• Provide quoting and administrative sales support
• Assist with inventory audits and record accuracy

IT, Licensing & Systems Audits (Administrative Coordination)

• Assist with Microsoft Office 365 user and license management
• Perform recurring system audits and reviews, including:
• License and user access audits (monthly and quarterly)
• Cloud service usage and storage reviews
• Security and authentication reviews
• Device count audits
• Review invoices related to software, services, and telecommunications

Maintenance, Compliance & Special Processes

• Open and track building maintenance and repair requests with property management
• Coordinate notary-related needs
• Assist with vendor renewal and compliance documentation
• Support annual tax-exempt and compliance documentation processes
• Track internal workflow milestones related to completed sales and commissions
• Assist with employee insurance administration changes and billing reviews

Qualifications:

• High school diploma or equivalent required; additional administrative training is a plus
• Prior experience in an administrative assistant, office coordinator, or operations support role
• Proficiency in Microsoft Office (Excel, Word, Outlook); familiarity with Office 365 administration preferred
• Experience working with an ERP system such as Acumaticais a strong plus
• Strong organizational, time management, and multitasking skills
• High attention to detail and accuracy
• Professional written and verbal communication skills
• Ability to handle confidential information with discretion

Work Environment:

• In-office position in a professional office environment
• Routine use of standard office equipment
• Light cleaning and basic office upkeep required
• Ability to sit, stand, walk, lift light supplies, and perform repetitive administrative tasks

Benefits:

You will be eligible for immediate enrollment into our benefits program with a lead time that ranges between thirty (30) and sixty (60) days before coverage begins.

Highlights of the current benefits are as follows:

• Medical, dental, and vision insurance with competitive plan options
• 401K plan + employer match + immediate vesting
• Employer paid long-term disability insurance + life insurance
• 22 days off per year (15 days of accrued PTO + 7 paid holidays)
• 6 weeks paid parental leave
• Company issued laptop
• Company paid training as necessary