Adminsitrative Assistant

The Administrative Assistant provides support to the organization’s internal operational services to ensure timely and consistent delivery of core company functions to support the company and its employees. This position is required to assist in day-to-day support of office services and compliance initiatives and outreaches with the goal of ensuring consistent and organized corporate office services and functions.

Responsibilities:

Answer emails and phone calls from customers.
Make travel arrangements.
Schedule appointments.
Make cold calls to generate leads from a provided spreadsheet.
Create content to post on the company’s social media channels.
Conduct online research to find address and contact details for a given list of companies.
Prepare presentations according to instructions given.
Manage Employee Anniversary, Birthday and Quarterly Check-In Appointment Setting/Reminders
Assist with day to day operations of the HR functions and duties of the Managing Director
Provide clerical and administrative support to Human Resources responsibilities of the Managing Director
Compile and update employee records (hard and soft copies) including resumes and Salesforce
Process documentation and prepare reports relating to personnel activities (staffing, recruitment, training, grievances, performance evaluations etc.)
Coordinate HR projects (meetings, training, surveys etc) and take minutes
Deal with employee requests regarding human resources issues, rules, and regulations
Assist in payroll preparation by providing relevant data (absences, bonus, leaves, etc.)
Communicate with public services when necessary
Vendor Management, inventory control, stocking, ordering of all office supplies for Richmond office including all accounting and lease administration supply orders for envelopes, statement paper, etc.
Vendor Management and inventory control related to kitchen, cleaning and coffee supplies for Richmond Office and Job sites
Order specific printer toner supplies for employee individual printers for Richmond Office and Job sites.
Maintain approval of invoices related to office and field supplies
Single point of contact for all business card orders related to DCP employees for all locations
Single point of contact for all stationary orders for all locations
Set up and approve office and job site supply orders
Common area organization and presentation
Assist in preparation, proofreading and sending company correspondence
File all documents and correspondence in a timely manner
Update tax and audit schedule, loading and unloading of all files and coordinating with each manager or accountant on timing and delivery of items when ready for review
Update insurance renewal forms and maintain the schedule of vehicles, driver’s license, locations, etc.
Set up W9’s for new entities
Coordinate the execution of signatures for documents via SignNow.
Handle all SCC entity filings and make sure they are paid in a timely manner
Complete all Annual Reports for all our corporate entities
Schedule the Staff Meetings and help create the financial presentations
Accounts payable
Vendor Setup including TIN check for multiple databases
Process 3rd party A/P Exception Queues
Assist with 1099 preparation related to properties and corporate vendors
Reconciles vendor statements
Ability to process and follow-up on rush items
Special projects as assigned
Accounts receivable
Pulls ACH & Wire payments from multiple banks daily
Process cash receipts, coding and posting of receipts
Researches and applies unallocated cash
Daily Reporting
Follow up calls for delinquent subcontractor billing at the end of the month.
Complete corporate-prepared daily report on daily basis
Assist controller with accounting software and daily reporting issues
Cash Reconciliation
Reconcile various corporate bank and credit card (Ramp) accounts on a daily, weekly, and monthly basis per schedule
Complete other tasks as needed.

Requirements and Skills:

3+ years of related experience or relevant coursework
With knowledge of general accounting principles is preferred.
3+ years of experience using GSuite (Google Calendar, Google Docs, Google Sheets, etc.)
Experience with MS Teams, Microsoft Office Suite including Outlook, Procore, SignNow, GC Pay, AvidExchange, Bluebeam, Quickbooks and Ramp Spend platform is highly desirable.
Strong communication skills, both written and verbal
Strong attention to detail and organizational skills
Experience using HubSpot or similar CRM (preferred)
Experience using Slack and Coda (preferred)
Willing to work US day-shift (approx. 8:00 a.m. to 5:00 p.m. EST)
English language fluency
Spanish language fluency (preferred)

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To prioritize your application, please answer this link to continue your application process : Click to view/form/Administrative-Assistant-Application-Information-Form_dD_g-OReFEd. Applicants that message/email directly will not be entertained.

Thank you and looking forward to meeting you!