Accounting Admin Assistant

Job Description

Job Description

Summary:

The Accounting Administrative Assistant provides essential clerical and organizational support, managing calendars, handling correspondence, maintaining records, and coordinating schedules to ensure smooth office operations. This position act as a central point of contact, draft various documents like reports and memos, organize meetings, and may also assist with travel arrangements and office supply management.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Process invoices weekly or as needed for payment.

• Annually produce & distribute 1099 tax forms.

• Coordinate the company's travel and entertainment policy.

• Coordinate the Concur T&E system and assist employees as needed.

• Coordinate the company’s credit card program and provide support to employees as needed.

• Track and organize the company fleet.

• Prepare corporate common budget.

• Update business personal property tax and business license.

• Prepare bill reconciliation for cell phones, fleet, and Bank of America.

• Order and update company cell phones.

• Administer region Zoom account.

• Schedule and invoicing for interpreter services.

• Help the CFO plan and organize in person meetings and events.

• Organize and coordinate the calendar for the CFO.

• Perform other administrative duties as required.

Supervisory Responsibilities:

This job has no direct supervisory responsibilities.

Education/Experience:

• High school diploma.

• 3-5 years of experience as an administrative assistant.

• Strong organizational and time management skills.

• Excellent communication and interpersonal skills.

• Ability to handle sensitive information with discretion.

• Proficiency in Microsoft Office Suite..

Physical Demands:

The physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of this job. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision. While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand; walk and reach with hands and arms.

Work Environment:

The work environment characteristics described here are representative of those individual encounters while performing the essential functions of this job. The noise level in the work environment is usually quiet. In office - Mon, Wed, Thurs