Administrative Assistant 2

Beacon Hill Associates is hiring an Administrative Assistant to provide high-level administrative and clerical support in a professional office environment. This role supports daily operations by managing information flow, preparing documentation, and ensuring efficient office coordination.

Hours: Monday-Friday, 8:30 AM - 5:30 PM

Pay Rate: $23/hour

Location: Winter Park/Orlando FL

• Process a high volume of invoices, with peak periods during weeks 1-2 of each month (50-100 invoices per week)

• Assist team members with reviewing, uploading, and coding invoices in Yardi

• Communicate with vendors regarding invoice questions and follow-ups

• Monitor and track Certificates of Insurance (COIs) and notify vendors of upcoming expirations

• Maintain and update the Purchase Order log; notify appropriate team members when invoices are outstanding

• Review recurring service contracts (janitorial, landscaping, etc.) and communicate with vendors as needed

• Support coordination across multiple buildings and vendors

• Perform general office duties including ordering supplies and maintaining record management systems

• Prepare invoices, reports, memos, letters, and other documentation

• File and retrieve corporate documents, records, and reports

• Open, sort, and distribute incoming correspondence

• Draft routine correspondence and responses to inquiries

• 30-40% Invoice processing and vendor communication

• 20% COI tracking and compliance monitoring

• 15% Purchase Order log management and follow-up

• 10% Vendor coordination for recurring services

• Remaining time supporting administrative and office operations

• Experience in a fast-paced administrative environment preferred

• Invoice processing or light accounting background preferred

• Comfortable working in a dynamic environment with shifting priorities

• Self-starter who takes initiative and adapts quickly

• Strong verbal and written communication skills

• Excellent organizational, multitasking, and customer service skills

• Ability to work independently and manage time effectively

• Ability to maintain confidentiality and organized records

• Proficient in Microsoft Word, Excel, and PowerPoint

• High school diploma or GED required

• 2-4 years of administrative experience required

If you are seeking a contract administrative opportunity in a professional office setting, apply to Beacon Hill Associates today!

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

If you would like to complete our voluntary self-identification form, please

Benefits Information:

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

We look forward to working with you.

Beacon Hill. Employing the Future (TM)