Position Summary
Responsible for handling a variety of administrative tasks and responsibilities to support the organization by performing the following duties.
Essential Duties and Responsibilities
- Performs a wide variety of secretarial and administrative duties as required by daily operation.
- Responsible for invitation letters to Consulates, renewal of passports and international Visas; including authenticity of documents by NC State department.
- Coordinates with the origin office in movement of legal documents or assist in inquiries and requests.
- Email our offices with announcement of holiday closures.
- Handles administrative agreements to include service agreements by major accounts.
- Purchases gifts for clients; arrange monetary contributions and donations.
- Oversee and purchase office supplies, including furniture and software.
- Responsible for all company cell phone plans and equipment; monitors monthly invoices and reviews usage.
- Assists with personal errands and projects.
- Responds to management direction and assists where needed.
- Working with VP of Sales to plan and coordinate sales conference details, including booking venues, travel for employees and guests, and day of coordinating, etc.
- Responsible for ordering company stationery, including business cards, name plates, etc.
- Responsible for event coordination and related mailings (holiday parties, sales promos, giveaways, etc.
- Create overnight UPS packets and UPS mailing, deliver certified mail to post office, purchase stamps.
- Monitor building access cards for new employees to include office keys to authorized users.
- Order new hire employee badges.
- Create monthly staff birthday announcement.
- Manage and book travel arrangements for staff, including flights, accommodations, and transportation, ensuring cost-effectiveness and adherence to company policies.
- Accounting
- Maintains general files for the accounting department.
- Request W-9 forms for new business accounts.
- In the absence of Director of Finance, authorized to open mail.
- Maintain UPS account and check weekly invoice for payment.
- Mail monthly receivable statements.
- Manage client credit applications, including credit reports, and bank/trade references.
- Photo company assets, record serial numbers and label equipment.
- Issue credit payments for vendors through Client.
- Credit and collections follow-up with customers, including calls, emails and sending monthly account statements. Update credit and collections notes in CW.
- Meet with director of Finance to review delinquent accounts.
- Process merchant credit card payments from customers.
Knowledge, Skills and Abilities
- Microsoft proficient
- Event organizing and Visitors' greetings
- Travel booking
- Knowledge of: Book of business - Cargo wise - QuickBooks - Accounting
Education & Experience
- Associates preferred, but experience goes over education
- At least 1 year of experience
- Experience in facilities management