Administrative Assistant

Role Description

This is a full-time on-site role for an Administrative Assistant in San Diego. The Administrative Assistant will be responsible for providing administrative support, maintaining files and records, scheduling appointments, managing phone calls, and assisting with general clerical tasks. Excellent phone etiquette and communication skills are essential in this role.

Qualifications

• Administrative Assistance and Executive Administrative Assistance skills
• Phone Etiquette and Communication skills
• Clerical Skills and proficiency in office software
• Strong attention to detail and organizational skills
• Ability to multitask and prioritize tasks
• Excellent verbal and written communication skills
• Ability to work independently and collaboratively

Responsibilities

• Front Desk/Customer Service
• Greet customers
• Answer incoming phone calls and dispatch accordingly
• Check and reply to incoming emails, Print payment receipts as well as credit card batches
• Forward bills to outside bill processor, scan and email bills received in the mail
• Notify customers when their order is ready for pick-up
• Track orders at pick up desk and move picked-up items to “Order Completed” using Pressero
• Using QuickBooks Online convert orders/estimates into invoices as they come in, email invoice to customer
• Apply payment of checks, ACH, and eProcessing to invoices
• File the current weeks’ customer invoices in file room on Fridays
• Email Statements at the beginning of each month
• Run monthly A/R Aging Summary report
• Prepare and email monthly discount statements and credit memos for specific customers
• Order office supplies
• Organize delivery receipts