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SalaryWW Hospitality Marketing, a nationwide full-service marketing agency serving hotels, resorts, restaurants, and more, seeks a meticulous, detail-oriented, entry-level administrative assistant and editor with basic accounting experience. This position will work closely with the accounting department to coordinate project billings, monthly invoices, and beyond. They will also provide proofreading assistance and editing feedback to the creative team. Roles and responsibilities include, but are not limited to:
- Monitoring inbox and shared documents for submission of new invoices
- Submitting invoices to the accounting department in the appropriate format with respective tax rates
- Monitoring time tracking system for usage of marketing retainer hours
- Adding leadership consulting hours for clients at the end of the month
- Submitting monthly retainer usage to leadership for review and coordinating adjustments with the accounting department as instructed
- Reconciling monthly company AMEX statement with the accounting department, leadership, and creative team
- Matching credit card charges with invoice numbers and categorizing as needed
- Ensuring receipts are filed and stored accordingly in the respective folders
- Consulting with the accounting department, leadership, and creative team regarding any uncategorized charges or missing invoices
- Monitoring communications regarding potential clients entering and exiting the portfolio and adjusting monthly recurring billing spreadsheets accordingly
- Ensuring recurring billing spreadsheets are up-to-date and accurate each month
- Running reports in time tracking system, submitting to leadership for approval, and billing accordingly
- Responding to questions regarding invoice descriptions and billings from the accounting department
- Submitting press releases to distribution platform and billing accordingly
- Reviewing marketing collateral for spelling and grammatical errors
- Conducting aesthetic analysis and providing insight into potential improvements
- Evaluating digital materials for functionality
- Providing in-depth notes for any necessary revisions
- Assisting with the project quoting process
Preferred Knowledge & Skillsets
- Microsoft Excel
- Microsoft Word
- Adobe Acrobat
- Google Drive
- Google Documents
- FunctionFox
(ref. 49964)
