Administrative Coordinator - Office Operations & Invoicing

Administrative Assistant Job Description Education: High School Diploma or Equivalent. Required Experience: 2+ years of administrative, office coordination, receptionist, or office management experience preferred. Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint). Experience with general office equipment and basic accounting and invoicing. Preferred Experience: Bookkeeping support preferred. Experience with Microsoft Teams and SharePoint preferred. Strong attendance, reliability, and a positive, team-oriented attitude. Required Skills: Strong organizational, communication, and customer service skills, with the ability to manage multiple priorities effectively. High attention to detail, accuracy, and the ability to work independently with minimal supervision. Ability to learn new systems and processes quickly and take initiative in a fast-paced environment. Position Overview: We are seeking a reliable and organized Administrative Assistant to support daily onsite office operations and help create a positive workplace experience for employees and visitors. This role plays an important part in ensuring efficient office operations through administrative support, office coordination, event assistance, and light project and bookkeeping activities. Job Responsibilities: Administrative Support & Office Operations: Support daily office operations and provide general administrative support as needed. Ensure meeting rooms are clean, organized, stocked, and ready for use, and assist with room scheduling and coordination as needed. Support visitor check-in and help create a welcoming onsite experience. Maintain office and kitchen supplies, including purchasing, stocking, and inventory management. Assist with the coordination and execution of office events and activities, both onsite and offsite. Coordinate office support needs, including holiday décor setup and breakdown. Assist with monthly newsletter creation and other employee communications. Maintain organized files, records, and administrative documentation. Project & Bookkeeping Support: Provide administrative and project support for the Horsham office and assist other U.S. branch locations as needed (no travel required). Set up projects in company systems and ensure timely processing of information. Create subcontractor agreements and process change orders. Submit subcontractor invoices for processing. Submit requests for new vendor and customer setup, including subcontractor pre-qualification support. Physical Requirements: Ability to lift and move office supplies and materials up to 25 pounds. Ability to walk throughout the office and assist with event setup and breakdown activities.

• *Only those lawfully authorized to work in the designated country associated with the position will be considered.**
• *Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client's business needs and requirements.** Rose International