Administrative Assistant - NC - On Site

Charlotte, NC

Position Summary

Responsible for handling a variety of administrative tasks and responsibilities to support the organization by performing the following duties.

Essential Duties and Responsibilities

  • Performs a wide variety of secretarial and administrative duties as required by daily operation.
  • Responsible for invitation letters to Consulates, renewal of passports and international Visas; including authenticity of documents by NC State department.
  • Coordinates with the origin office in movement of legal documents or assist in inquiries and requests.
  • Email our offices with announcement of holiday closures.
  • Handles administrative agreements to include service agreements by major accounts.
  • Purchases gifts for clients; arrange monetary contributions and donations.
  • Oversee and purchase office supplies, including furniture and software.
  • Responsible for all company cell phone plans and equipment; monitors monthly invoices and reviews usage.
  • Assists with personal errands and projects.
  • Responds to management direction and assists where needed.
  • Working with VP of Sales to plan and coordinate sales conference details, including booking venues, travel for employees and guests, and day of coordinating, etc.
  • Responsible for ordering company stationery, including business cards, name plates, etc.
  • Responsible for event coordination and related mailings (holiday parties, sales promos, giveaways, etc.
  • Create overnight UPS packets and UPS mailing, deliver certified mail to post office, purchase stamps.
  • Monitor building access cards for new employees to include office keys to authorized users.
  • Order new hire employee badges.
  • Create monthly staff birthday announcement.
  • Manage and book travel arrangements for staff, including flights, accommodations, and transportation, ensuring cost-effectiveness and adherence to company policies.
  • Accounting
    • Maintains general files for the accounting department.
    • Request W-9 forms for new business accounts.
    • In the absence of Director of Finance, authorized to open mail.
    • Maintain UPS account and check weekly invoice for payment.
    • Mail monthly receivable statements.
    • Manage client credit applications, including credit reports, and bank/trade references.
    • Photo company assets, record serial numbers and label equipment.
    • Issue credit payments for vendors through Client.
    • Credit and collections follow-up with customers, including calls, emails and sending monthly account statements. Update credit and collections notes in CW.
    • Meet with director of Finance to review delinquent accounts.
    • Process merchant credit card payments from customers.

Knowledge, Skills and Abilities

  • Microsoft proficient
  • Event organizing and Visitors' greetings
  • Travel booking
  • Knowledge of: Book of business - Cargo wise - QuickBooks - Accounting

Education & Experience

  • Associates preferred, but experience goes over education
  • At least 1 year of experience
  • Experience in facilities management