Administrative Assistant

Description

7am-330pm/4pm EST core hours

No more than 20 hours per week and can be flexible

Onsite is preferred.

• Intermediate experience in Excel and not a beginner
• There is parking and free
• Client experience is desirable but not required

Must haves

• Specific need: is Word & Excel Proficient.

Additional Skills

• So in addition to Word skills, they will need basic computer skills, excel basic skills.
• Attention to detail, scanning and emailing of documents.
• Confidentiality.
• Clear verbal Communication skills.
• Computer and Internet Skills
• Some purchasing experience is a plus, not mandatory.

1. Transportation and Warehousing uploading of invoices to a Client email. Tues/Thurs-2-3 hours each day. Around 18-25 emails a month. 1-20 invoices can be sent in one email. Pull invoices off vendor websites/portals or from your email Check for accuracy: Invoice number, Account number matches the site for the acct number, Client Attn, And as part of the HEADER in the invoice, the PO number. Check for Late Fees.
2. Pull from Vendor websites/portals Monthly Carrier Reports-for Client accounts must pull each of the relevant account numbers individually. Four hours max time monthly.
3. Populating the Late Fee Excel Spreadsheet for all invoiced Late Fees. One hour per week

Duties:

• Must be familiar with general office practices and tasks to support the business.
• Have math aptitude.
• Providing real-time scheduling support by booking appointments and preventing conflicts.
• Able to operate standard office equipment, such as copiers, calculators, adding machines, etc.
• Must be familiar with filing systems.
• Have ability to work quickly and accurately while performing repetitive tasks paying close attention to detail while maintaining accuracy and speed, demonstrate flexibility and willingness to adapt to new responsibilities and changes in the work environment.
• Must be able to work independently on routine and recurring aspects of an assignment.
• Should have ability to perform various word processing functions, such as creating, formatting, revising, retrieving, and storing documents (MS Office products).
• Must possess excellent verbal and written communication skills, calendar management and must possess problem solving skills and be able to multi task.
• Effective working with others.
• Maintain polite and professional communication via phone, e-mail, and mail.