Administrative Assistant/Accounting Assistant

Job Summary:

The administrative assistant position duties consist of general office tasks, such as opening/distributing mail, bookkeeping (knowledge of general accounting procedures), and maintaining/ordering office equipment. The administrative assistant position is also responsible for organizing and entering data into the project management system. This position reports to the CEO and assists that position as needed. Responsibilities:

• Perform general administrative duties such as but not limited to; filing, copying, managing schedules, scheduling appointments with internal and external parties, ordering supplies, sorting and distributing correspondence and maintaining records.
• Manage financial records in QuickBooks, including invoicing, accounts payable/receivable, and budgeting.
• Handle purchasing tasks from order placement to inventory management, ensuring cost-efficiency.
• Support project management with planning, scheduling, and progress tracking.
• Liaise with various departments for information gathering and processing.
• Prepare and present reports on financial and project activities to the CEO.
• Read and analyze incoming mail, letters, and reports to determine their significance and distribute appropriately. Create and maintain project information in project management system.
• Correspond on routine inquiries with subcontractors and vendors at the beginning and throughout the duration of a project for all Modoma locations.
• Coordinate invoice routing and monitor payments to subcontractors and vendors.
• Answer and direct phone calls or take messages for appropriate parties.
• Prepare agendas for meetings and make arrangements as necessary.
• Preparing plans and specifications for pickup/shipment.
• All other duties assigned by management.

Requirements:

• Bachelors Degree preferred or would substitute for candidates with extensive experience within the role.
• Must have a High School Diploma, GED or equivalent.
• Minimum of 1 year of experience providing administrative support preferably in the medical industry.
• Proficient in Quickbooks and general accounting procedures.
• Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.
• Proficient in Google Suites or MS Office.
• General basic knowledge of and ability to learn project management software such as Click Up, Circle, etc..