General Administrative – Internal Operations

Day-to-day responsibilities
– BookKeeping
– Record financial transactions in accounting software
– Maintain accurate and up-to-date records of accounts payable and accounts receivable
– Reconcile bank statements and credit card transactions
– Prepare and process invoices for clients
– Process payroll and ensure timely payment of employee salaries
– Monitor and track expenses to ensure adherence to budget
– Generate financial reports, such as profit and loss statements and balance sheets
– Assist with tax preparation and compliance, including filing quarterly and annual tax returns
– Communicate with vendors, clients, and other stakeholders regarding financial matters
– Stay updated on accounting principles and regulations to ensure compliance with industry standards

CEO Email Management
– Sort and prioritize incoming emails for CEO’s attention
– Draft, edit, and send responses on behalf of CEO
– Flag urgent emails and follow up as needed
– Organize email folders and archive correspondence as necessary

Calendar Management/Scheduling
– Schedule meetings, appointments, and calls for CEO and Team as needed
– Coordinate with internal and external parties to arrange logistics
– Update and maintain internal team and CEO’s calendar with accurate information
– Send meeting invites and reminders to participants
– Handle rescheduling or cancellations as needed

Vendor Management
– Identify potential vendors and suppliers based on company needs
– Communicate with vendors regarding pricing, contracts, and terms
– Negotiate agreements and contracts with vendors
– Track vendor performance and ensure adherence to service level agreements
– Handle any issues or disputes that may arise with vendors

Review Time off Approvals and process as needed
– Review time-off requests submitted by employees
– Evaluate requests based on company policies and staffing needs
– Communicate with employees regarding the status of their requests
– Process approved time-off requests in the company’s HR system
– Coordinate with managers to ensure adequate coverage during employee absences

Update Time Off-Calendar
– Maintain an accurate and up-to-date time-off calendar for all employees
– Record approved time-off requests and mark them on the calendar
– Coordinate with HR and management to ensure consistency and accuracy
– Communicate any changes or updates to relevant stakeholders
– Ensure compliance with company policies and regulations regarding time-off management

Assist CEO With Ecommerce Platforms
– Walmart e-store Setup and management assistance
o Assist in setting up the e-store on Walmart’s platform
o Update product listings to ensure accurate descriptions, images, and pricing.
o Monitor inventory levels and update listings accordingly
o Respond to customer inquiries and reviews
o Analyze sales data and provide recommendations for improvement

– Amazon Storefront Management assistance
o Manage product listings on Amazon’s platform
o Optimize product titles, descriptions, and keywords for search visibility
o Monitor sales performance and adjust pricing strategies as needed
o Handle customer feedback and reviews
o Assist in implementing promotional campaigns and deals to boost sales

Skills and Qualification
– Communication skills to act as the contact point between internal team and clients.
– Client relationship management skills to maintain professional communication with customers and maintain a high level of customer satisfaction.
– Budgeting, bookkeeping, and knowledge of associated computer software.
– Quality assurance skills to maintain company quality standards of product and services.
– Time management and prioritization skills to ensure efficient functioning of schedules and office systems.
– Addressing operational concerns and issues, monitoring overall customer satisfaction
– Developing and implementing operational procedures and policies.
– Analyzing training needs/requirements.
– Excellent interpersonal communication and organizing skills to coordinate project activities.
– Ability to communicate with others effectively.
– Ability to conduct research for special projects, respond timely inquiries, and present written/ oral briefings.
– Ability to work with details and time-sensitive issues
– Good decision-making skills and response to high-pressure situations