Executive Administrative Assistant

The administrative assistant is the first person in charge of greeting the customers/ co-workers and vendors by:

1. Answering the phone calls

a. Filtering calls to the appropriate person, when appropriate.

1. Greeting guests & reception area

a. Introduce yourself to people as they walk through the door.

b. Ask who they come to see.

c. Call the person they are visiting to make them aware of their arrival.

d. Offer something to drink.

e. If you were given previous notice, set up their name on the screen.

f. Have conference room snacks/drinks ready for visitors (clients, executives, etc.)

g. Make sure you ask if they need us to order lunch for them.

h. If the person comes to complete an employment application:

a. Provide an application depending on the language they prefer (English/ Spanish).

b. Make sure the application is complete (Good contact number, employment history, signed and date).

c. Submit applications to HR department.

i. Assure all visitors that will access the warehouse have the safety vest on.

1. Maintain well-kept reception area- free of trash/ old newspapers & magazines.

2. Make sure there is always a seat available for all visitors.

3. The front TV screens should be turned on every day

4. Clean the conference room after visits and meetings.

5. If there are guest, add their name to the “Welcome” screen in the lobby

Breakroom or Coffee Bar

1. Maintain stock of:

a. Coffee/ Coffee filters/ Sugar/ Tea/ Soda/ Napkins/ Paper towels/ Creamer for coffee/ K-cup coffee/ Dish soap/ Cleaning wipes/ Spoons/ Forks

1. Put coffee to brew if there is no more and it is before 10 am.

2. Keep the office area clean throughout the day. Make sure there is no trash, and the conference room is clean.

Supply Room

1. Maintain stock of office supplies:

a. Copy paper/ Envelopes (private tinting)/ Letter size envelopes/ Pens/ Pencils/ Staplers/ Tape/ Manila folders/ Employee folders/ Binders/ Dividers etc.

1. Maintain an inventory and stock of cleaning supplies.

a. Submit the order for all cleaning and coffee supplies 3-5 days before the end of the month.

Clerical Support

1. Sort mail, separate mail, by Project Manager, open all letters that contain bills or invoices and send them to the Accounts Payable department.

2. Checks received must be scan and deposited to corresponding bank account and email must be sent to the corresponding accounting department.

3. Shred confidential paperwork that’s no longer needed.

4. Mail any documents requested, including but not limited to, checks.

5. Create FedEx / USPS shipments

6. Check printer/ scan machine and deliver documents to whom they belong and make sure it has paper to print.

7. Any other miscellaneous office task may be asked to assist spontaneously .

8. Yearly Task: By the end of the year files for current year must be placed on boxes to be stored. Boxes must be correctly identified and label.

9. Expense reports given must be scanned and submitted to AP department to assure reimbursement.

10. When signatures on documents are requested from any other department documents must be printed and scanned back.

Lunch

1. Decide what restaurant you are getting food from.

2. Place the order: online/ on the phone/ in person.

3. Receive food delivery or pick up food

4. There will be occasions when it will be necessary to arrange for food pick up.

5. Set the table (divide the lunch and make a note for the staff to identify their meals)

6. Make sure the kitchen remains clean.

Accounting assistance

1. Once invoices are scan, some invoices will be paid online.

2. If invoices are not received via mail, one must be request invoices from vendor via phone or email.

3. Printing checks once a week or as requested

a. Maintain a record on file for all checks and submit all checks to Accounting department.

b. Make sure all checks have been previously authorized. If not, authorization must be requested.

c. Check back up copies must be filed.

1. At times, assistance for accounting to request banking information for vendors to process payment of invoices.

2. Credit card statements must be scanned and uploaded to accounting server after will have to be filed.

3. Bank statements must be scanned and uploaded after will also be filed.

4. Once checks have been signed must be sent out via mail.

5. Make sure checks are always stocked and once noted that we are running low must re-order on a timely basis since checks are custom made and take 3 months to be received.

6. Checks for loans must be overview for them to be paid on time.

VII. HR:

Payroll

1. Process payroll according to schedule.

2. Changes and / or modifications submitted by HR Department must be done as requested to ensure that they are processed correctly and in a timely manner.

3. Payroll for clients must be separated from IMS payroll thru excel spreadsheet and submitted to CXC department to ensure customer is invoiced properly.

4. All paystubs must be uploaded to HR Server separately per department.

5. Payroll sheets and PTO work sheets must be filed on Payroll binder.

6. Physical paystubs received must be given to HR by Friday morning or upon arrival.

7. Request Funds from treasurer department per entity on a timely basis.

Medical Insurance monthly:

1. Retrieve medical invoices for all employees once available on portal.

2. Sort invoice on Excel spreadsheet and identify expenses per customer and per entity.

3. Once identified each group of expense must be submitted to corresponding accounting department.

4. (TTS, TCS, Tecma Baja, TIA, Tecma Baja OP and IMS, Accounts receivable.)

5. Funds must be submitted to treasurer department according to schedule to ensure payment is submitted on time.

6. Pay for medical invoice online once all processes have been met.

Note: This job description is not intended to be all-inclusive. Employee may perform other related duties to meet the ongoing needs of the business.