The admin assistant will act as the first point of contact to the coding staff on any office needs in addition to....
- General administrative work, mainly consisting of bookkeeping and customer invoicing tasks (requiring use of Microsoft 365 and shared spreadsheets)
- Assisting with small marketing campaigns and social media account maintenance
- Keeping a pulse on what is happening throughout the company and with inbound customer inquiries
- Maintaining communal office spaces and overseeing reception if it is needed
The office manager will take charge of the office operation aspects they see fit to ensure efficiency. Gaining insight on immediate needs is a natural day-to-day function, in addition to:
- Instructing administrative support staff in creating customer order proposals and special project invoices
- Overseeing relations between customers and account managers
- Tasking office staff on recurring billing agreement updates
- Training account receivable procedure to office staff - particularly for when payments are made by customers, scanning + filing proof of payment, updating invoices, and submitting deposits.
- Guiding staff on scanning and file proof of payment, submit for deposit
- Using a sense of discernment while assigning tasks to particular office staff
*Office Manager will need 2 or more years of experience supporting a team of 8 or more individuals or comparable background within a corporate office environment for consideration*
Working Atmosphere: An inspiring environment that cultivates a true spirit of excellence where all team members are innately pushed to perform at their best - located at 800 Maine Ave SW in DC.
This is an organization that values hard work, integrity and commitment to positive change. You will work alongside a team of talented people who actively encourage one another to participate and lead projects outside of core strengths.
Characteristics We Are Looking For...
- Effective Communicator - Someone who understands the benefits of clarity and comfortable working well in an unstructured, ad-hoc environment.
- Ambitious - One who is meticulously organized, deadline driven - your personal pride in work should be evident in your demeanor. Striving to do your best comes natural.
- An individual who chooses to always operate with integrity and transparency.
- Constantly Adapting: Quick learner (particularly with software + office policy implementation) necessary to do the job.
Classification: Direct-Hire / Full-Time, Permanent
- For the admin position, there are two shifts available (9:30am - 5:30pm, Mon-Fri + 10:30am - 6:30am Mon-Fri).
The office manager has an independent full-time scheduling within fastest pace business hours.
Other tasks that may be asked of you as an administrative assistant: Contribute to a team-based culture and friendly working environment by carrying out administrative support duties such as filing, typing, copying, binding, scanning. Performing general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work. Assisting on special assignments assigned by office manager. Each administrative assistant may be expected to help with compiling and organizing reports and documents, working with other departments or on behalf of the software coding team team. Arranging and scheduling meetings will occasionally be needed of administrative assistants which will include reserving and setting up conference rooms and videoconferencing. Assisting in preparation of expense reports and investigating issues when necessary. Administrative support may also include attending those meetings to capture minutes and action items. When front desk needs assistance, the administrative assistant will serve as backup receptionist - taking on duties which include... directing phone calls and greeting visitors (answering main phone office set up for new staff hires, document drafting, development and revision, assembling and maintaining statistical data).
Other management accountabilities: As an onsite office manager, you'll have to collect information on the business pertinent to properly maintaining its services and monitoring its existing policies (i.e. company employee contact information along with their corresponding customer accounts). You'll be expected to optimize workflow through organizing and managing its current office operations; this means you'll be providing administrative leadership to the front office staff by regularly assessing their performance and/or ability. Managing accounts payable for offices while planning and implementing office procedures collectively. Supervising a front office of 3 and administrative support personnel of 4 by ensuring daily follow-through of their general office & facilities management duties; this involves tasking each office staff member tasks on a regular basis, and planning, structuring their assignment(s). Operating an efficient office practice entails taking control of the entire office administration as well. You will consistently coordinate staffing & scheduling within the office. Implementing the company policies and office procedures by priority in an overall effort to help all departments.
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