In-person Office Administrative Assistant (Carmel, NY)
We are seeking a highly organized and proactive Administrative Assistant to support a small team with day-to-day operations. The ideal candidate should live no more than 20 miles from the location and will be detail-oriented, efficient, organized and capable of managing multiple tasks.
Office Administrative Tasks
- Provide administrative support to managers and staff including scheduling meetings, managing calendar and preparing documents.
- Assist in the maintenance of the company personnels’ time-off calendar and accounting after the supervisor gives approval for time-off.
- Assist in handling incoming calls, emails and correspondence professionally and promptly.
- Sort and manage multiple email Mailboxes.
- Maintain organized onsite and offsite filing systems (physical and digital) and ensure records are up to date.
- Assist with audit and maintaining record keeping in the company's online Report database.
- Assist in coordinating travel arrangement and expense reporting.
- Handle monthly or as needed supply re-ordering for all offices maintained by the company.
- Support event planning and internal communications.
- Perform other duties as assigned by the manager and the support team directors such as review the customer queries and ensure that the support team addresses them accordingly and responsively.
- Draft the necessary documents, letters, invoices or statements, as required by the company.
- Maintain and manage contact list of clients and vendors to facilitate end of year gift giving.
- Learn the company’s proprietary software to be able to provide internal assistance to the team.
- Assist with managing social media presence, website content and material for marketing.
- When applicable attend social events that are offered by the company to vendors and clients.
- Be willing to take on a new task and fill in areas where it is needed by the managers.
Onsite Building/Office Assistant
- Act as primary onsite representative to the building occupant’s renting space for all inquiries via emails, over the phone, or in person related to the co-workspace and private office by ensuring to welcome office visitors and directing them to right space and office.
- Preparing and scheduling property viewings, conducting property tours and interviewing prospective tenants, insurance accessors or the town’s building inspections.
- Handle any building inspections or licensing permits with the governing body.
- Addressing and resolving tenants' questions, concerns, and complaints in a timely manner.
- Processing applications, conducting credit checks, and assist with negotiating contracts.
- Inspecting property conditions and coordinating maintenance activities for as needed repairs.
- Managing budgets, bookkeeping, accounts, rent collections, and tenant notices.
- Creating and distributing marketing materials to attract new tenants.
- Maintaining, organizing and updating tenant files and vendor records.
- Reporting any problems or issues unresolved by you to the property owner.
- Attend occasional social events offered by the community or chamber of commerce
Light Bookkeeping
- Assist Accountant by providing files needed for entry of financial transactions for payable and receivables’ data in QuickBooks and Excel spreadsheet.
- Review monthly bills, invoices by modifying and checking for accuracy and inconsistency in the Excel Spreadsheet on the Client invoices generated before sending out to the Clients via Email and uploading to the Client and Accountant portals.
- Assist in the collection of receiving payments from Clients by sending bill reminders, charge clients who pay via Credit card and contacting clients for other payment methods.
- Facilitate payment on invoices due to Vendors via the company's bank payment portal.
- Generate quarterly financial statements and reports detailing accounts receivable and payable status.
- Process accounts and incoming/outgoing payments in compliance with financial policies and procedures.
- Review and file printed bills, invoices, and bank deposits in onsite filing cabinet.
Qualifications Required
- High school diploma and Associated degree or a bachelor's degree or something equivalent.
- Proficiency in MS Office 365 suite such as Excel Spreadsheet, Word, Outlook, and Teams.
- Working knowledge of QuickBooks and social media platforms.
- Knowledge of customer services ethics, principles and procedures.
- Proficiency in administrative and documentation procedures.
- Must already have US Immigration Work Permit.
- Live within 15-30 minutes from Job location.
Extra Skills
- Should have understanding of Finance and Banking/Brokerage related fields.
- Should be able to use the computer extremely well and willing to learn new software.
- Should have great communication skills: written and verbal communication.
- Should be able to handle a lot of data that is available, and all of this has to be done at good pace and meet timeline.
- Should have a lot of patience when communicating with the customer.
- Should be able to maintain their composure even if the customer is being rude
- Should be attentive to detailing and organized.
- Should have the skill of versatility; they will have to adapt to many situations regarding the customer and workload.
- Should be trustworthy, polite and well-mannered with good work ethics.
Compensation and Benefits
- The company observes the NY Stock Exchange US Federal Holidays schedule that includes 11+ workday off.
- The company offers paid time off where 1st year with 7 paid vacation days, 3 sick and 3 personal day off including 1 wellness day reserve for birthday.
- The company offer 2x1 the value vacation buyback program for unused paid vacation after 6 months of employment.
- After 3 years of employment, employees are eligible to join the company's 401K plan in which the company matches at 6%.
- After 90 days probation, the company contributes 50% towards employee's Health, Dental and Vision plan.
- Yearly Salary increases and Bonus between 4-7%
Job Type: Full-time
Pay: From $48,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Paid time off
- Parental leave
Application Question(s):
- Do you have any working knowledge or interest in Finance, Stock Market, Banking or Brokerage?
- Are you willing and able to learn new software technology on your own?
Education:
Experience:
- Computer skills: 3 years (Required)
- Bookkeeping: 1 year (Required)
- Microsoft Excel: 3 years (Required)
Language:
Location:
- Carmel, NY 10512 (Preferred)
Work Location: In person
