Position: Administrative Assistant

We are recruiting for a new full-time administrative/office assistant to join our dynamic and fun team! The ideal candidate is organized, detail oriented, and ready to jump in and coordinate organizational and administrative duties for the firm. In addition, the candidate will provide daily clerical and support to the accounting department. This is NOT a remote position.

Administrative duties include, but are not limited to the following tasks:

  • Receives calls, logs messages and routes calls to appropriate parties
  • Serves as first point-of-contact for clients, vendors and visitors to the office
  • Maintains inventory of kitchen/office supplies. Anticipates office needs; evaluates new office products; places and often expedites orders when necessary
  • Ensures operation of office equipment, schedules maintenance, troubleshoots issues
  • Keep president informed of needs and problems in assigned areas, maintain cleanliness of immediate work area and report and facilitate maintenance needs
  • Assists with booking travel arrangements
  • Receives and distributes daily mail and packages
  • Creates and maintains filing systems
  • Runs errands and makes deliveries, as needed
  • Provides client administrative/research support, as needed
  • Prepares conference rooms for meetings and assists office staff with coordination and any catering needs
  • Plans and manages logistics for office events and coordinates with vendors to execute
  • Track approval of time off requests and maintain office PTO calendar
  • Perform additional assignments per management’s direction.

Accounting support duties include, but are not limited to the following tasks:

  • Provides clerical support to the accounting department as needed, including filing, copying, scanning of invoices and backup documentation
  • Verifies staff timecards are entered each week and follow up for completion
  • Assists Operations Manager by organizing all employee expenses for monthly invoicing/expense reimbursement
  • Researches, tracks and addresses accounting or documentation problems and discrepancies
  • Other billing support, as needed

QUALIFICATIONS/REQUIREMENTS:

The ideal candidate will possess the following skills:

  • Ability to multitask and adhere to deadlines
  • Highly organized with attention to detail
  • Works effectively without supervision
  • Solid time management and communication skills
  • Understands importance of and adheres to confidentiality needs of firm
  • Valid driver license, dependable car and appropriate car insurance
  • Proficiency in Microsoft Office Suite
  • Ability to lift 50 lbs
  • Available to work 30-40 hours per week

EDUCATION/EXPERIENCE:

Three years of experience in an administrative or bookkeeping role. General knowledge of office administration. Proficient in Microsoft Office.

Job Type: Full-time (minimum 32 hours per week)

Benefits:

  • 401(k) and pension program
  • Dental insurance
  • Health insurance
  • Paid time off
  • Paid training opportunities

Please submit a resume and cover letter indicating why you’re the perfect match for our office to HR@prosiopr.com.