Administrative Assistant
SUMMARY OF POSITION
The Administrative Assistant will provide support to ensure efficient operation of our office. The successful candidate will provide support to the Precision Executive Team and the Tibidabo group. This is a 40 hours/week position with full benefits.
DUTIES AND RESPONSIBILITIES
• Direct all Accounts Payable/Receivable functions and processes.
• Manage collection activities while ensuring timely payments of vendor invoices and expense vouchers.
• Responsible for actively working with customers’ accounts to collect funds; contacting customers by email, phone or mail, securing funds and/or making payment arrangements, and following up to ensure account resolution.
• Research follow up statements to ensure all invoices have been paid.
• Ensure prompt payment discounts applied and follow up as necessary.
• Required to work directly with vendors and their agents to ensure all accounts are accurate and up to date.
• File and maintain AR and AP paper files for accounting and annual audits.
• Answer phone, greet visitors, process incoming and outgoing mail, and distribute mail.
• Work with office equipment vendors and building maintenance.
• Schedule and coordinate meetings, including ordering and delivery of food, and help staff as needed with reserving meetings in the conference room calendar.
• Provide administrative support for the Tibidabo US entities which includes invoicing, AR, and AP.
• Create labels, make copies if needed, maintain our filing system.
• Performs all other duties as required to meet the company’s goals and objectives.
QUALIFICATIONS AND EDUCATION REQUIREMENTS
• 3-5 years of experience in an administrative role.
• Proficient capabilities in Microsoft Office 365 (Outlook/Calendar, Word, Microsoft Teams, Excel, and PowerPoint, and Sage 100 (will train the right candidate for Sage 100).
• Excellent written and verbal communication skills for both internal and external audiences.
• Ability to handle multiple competing deadlines, priorities, and responsibilities effectively and professionally.
• Team player mentality, “can do” attitude, and professional presence.
• Must be reliable and consistent in attendance.
