edgefactory · 2 days ago

Executive Administrative Assistant

Orlando, FL

Full-time

Onsite

Mid Level

3+ years exp

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Responsibilities

Independently manage multiple projects in a fast-paced team environment with minimal oversight; comfortable working in Microsoft Excel spreadsheets; attention to detail and accuracy is highly sought. Must be able to maintain confidentiality.

Manage & Coordinate all Accounts Receivable: Manage all client communications with collecting open Accounts Receivable items over 45, 90, 150 days. Update Accounts Receivable tracking spreadsheet on a day-to-day basis. Prepare final invoices, true-up travels (prepare comparison), add change orders, apply payments and late fees. All done through our invoice platform (Salesforce). Process customer credit card payments using Square online platform.

Process weekly timesheets from previous week: update PTO Advanced Accruals report; enter contractor timesheets into Accounting Software (QuickBooks). Job-cost all company credit card transactions. Work with the CFO to manage & coordinate Accounts Payable. Track signed quotes. Update sales forecast bi-weekly, including a Business Development deck. Update Master Job Profitability report by quarter. Enter new projects into Harvest, a time-keeping platform, and determining budget hours. Set-up new contractors and vendors into QuickBooks, obtain W9s and ACH payment information. Update Operating Budget quarterly. Track vendor invoices for large shows.

Manage job postings in TriNet, an online Human Resources portal. Send onboarding paperwork to employees and contractors; update QuickBooks and Master Directory. Complete Employee Status Change forms. Create offer letters. Maintain employee and contractor rates spreadsheet. Update Handbooks: Employee, Contractor, and Standards of Business Conduct. Set-up new users in Harvest.

Set-up new users. Train new users. Prepare Open/Closed Opportunity reports and custom reports. Update Salesforce Standard Operating Procedures handbook. Set-up PandaDoc accounts for all Salesforce users. Assist Executive & Service Team with assistance in building Quotes / Scope creation.

Complete supplier/procurement registrations. Complete certification renewals as needed. Complete ASANA (a work management platform) tasks as assigned. Help with end of year Client gifts. Work with the Executive Team to plan and coordinate team building activities. Proofread materials as needed. Answering phone Calls fwd’d from our answering service. Maintaining employee records and documentation. Assist communications team with scheduling appointments.

Qualification

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BookkeepingAdministrationQuickBooks OnlineMicrosoft OfficeSharePointWordExcelPowerPointSalesforce CRM