Administrative Assistant - North American Parking
Department: North American Parking
Location: Jamestown Corporate office - Ponce City Market
Reports To: SVP Ancillary Revenue, Parking
Employment Type: Full-Time
Position Summary
The Administrative Assistant provides day-to-day administrative and clerical support to the North American Parking team, ensuring smooth departmental operations, timely processing of accounts payable, and effective coordination of schedules and correspondence for the leadership team.
Key Responsibilities
Mail & Clerical Support
- Sort, distribute, and log incoming daily mail and packages
- Maintain organized filing systems (physical and digital)
- Order and manage office supplies and equipment
- Provide general clerical support, including photocopying, scanning, and data entry
- Management support for vendors and contracts including drafting, expediting signature and approval process, ensuring compliance with contract requirements, monitoring expiration dates, corresponding with vendor as needed
- Create spreadsheets, draft documents and presentations
- Support corporate office reception as needed
Accounts Payable/Bookkeeping
- Vendor compliance, setup and processing of invoices, ensure accuracy and appropriate approvals
- Code and enter invoices into the accounting/finance system
- Reconcile statements and resolve discrepancies with vendors
- Assist with check requests, payment batches, and expense reports
- Maintain organized AP records for audit, accruals, and reporting purposes
- Daily PARC's System Reconciliations, Includes DCR, Updates parking data, Monthly parkers AR and AP.
- Daily/Monthly Revenue, Validations, Counts, General Totals By facility reports reconciliation
- Data parking revenue entries, new and existing monthly parker reconciliation.
Calendar Management
- Manage and coordinate calendars for department leadership
- Schedule meetings, appointments, and conference calls, resolving conflicts as needed
- Arrange logistics for meetings (rooms, materials, virtual links)
- Capture meeting minutes, send reminders and follow up on action items
Correspondence
- Draft, proofread, and distribute daily correspondence (emails, memos, letters)
- Respond to routine inquiries from internal staff and external vendors/clients
- Maintain a professional, courteous tone in all communications
- Track and follow up on outstanding correspondence items
Qualifications
- High school diploma required; Associate degree preferred
- 1-3 years of administrative or clerical experience (parking, facilities, or transportation industry a plus)
- Proficiency in Microsoft Office (Outlook, Word, Excel) and accounting/AP software
- Strong organizational skills and attention to detail
- Excellent written and verbal communication skills
- Ability to manage multiple priorities and meet deadlines
- Discretion in handling confidential financial and administrative information
Core Competencies
- Reliability and punctuality
- Customer service oriented
- Time management
- Basic financial/accounting acumen