Administrative Assistant
2 weeks ago
**About the Role**:
**Key Responsibilities**:
**Financial & Administrative Support**:
- Assist in managing and tracking Invoices in QuickBooks.
- Support digitize and organize financial documents (e.g., invoices) using Google Drive and other Quickbooks automation tools.
- Support invoice approvals; including establishing an automated solution to record, approve and upload approved transactions into QuickBooks.
- Run reports in QuickBooks Desktop and Online for bookkeeping and management needs. Including creation of monthly client budgets and invoices.
- Support the process for reconciling monthly VISA statements.
- Provide backup support for QuickBooks when the Bookkeeper is off or on vacation.
- Answer and direct incoming phone calls.
- Help track and record team hours and expenses.
**Support for New Ventures**:
- Provide administrative support for new and evolving business initiatives
**Process Automation & Efficiency Initiatives**:
- Assist in integrating VISA transactions into QuickBooks (Desktop and Online),
- Help automate the invoice approval process ensuring clear audit trails and streamlined posting to QuickBooks.
- Support uploading and categorizing invoices using automation tools to reduce manual entry.
- Maintain organized online storage of invoices in Google Drive for easy retrieval and compliance.
- Assist with exploring and implementing budget tracking tools to support financial planning and client communication.
- Contribute to improving invoice approval workflows by linking quotes, invoices, and payment status.
**Qualifications**:
- **Experience with QuickBooks Desktop and Online is required.**:
- Background in administrative support, bookkeeping, or office coordination preferred.
- Proficiency in Google Workspace (Drive, Sheets, etc.) and Microsoft Office Suite.
- Strong organizational skills with keen attention to detail.
- Ability to handle confidential financial and client information.
- Excellent communication skills and a proactive, self-starting attitude.
Pay: $50,000.00-$65,000.00 per year
Schedule:
- Monday to Friday
Work Location: In person
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