Parttime Administrative Assistant

Job Description

The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role.

Location : This position is part-time and will be located on-site at the Palm Beach Gardens headquarters.

Work Schedule : Monday-Friday, 5 hours per day, excluding 30-minute lunch. Shift starts at 9 : 00am.

Responsibilities

• Assist office of approximately 30 employees
• Answer all general incoming calls
• Point of contact for all guests, building management, deliveries, and vendors
• Manage server tapes and office equipment – copier, postage meter (and assist New York I.T. team remotely as needed)
• Manage office supplies and toner inventory, and purchase as needed. May require travel to pick up items if online delivery cannot be completed timely
• Manage kitchen supplies for the office on a weekly basis
• Sort and distribute incoming mail, as well as scan all invoices to appropriate contacts for approval, prior to sending to Accounts Payable
• Mail out of weekly payables via USPS and FedEx
• Mail out of bi-weekly payables via USPS and FedEx as needed
• Prepare outgoing FedEx packages as needed
• Prepare certified mailings and retain copies of notices and returns for Tax group
• Order business cards for employees
• Coordinate with Iron Mountain for storage and shredding needs
• Manage inspections (Security101, server room AC, fire marshal, etc.)
• Order lunch for the office twice weekly and for other meetings as needed. May entail traveling to pick up lunch orders
• Create bank deposits and take them to the bank
• Monthly AMEX statements distribution
• Preparation of us employee expense reports (up to 10 individuals)
• Events Coordination
• Collaborate with the IT department for all Florida new hire setup and office IT needs
• Other tasks as assigned by management

Qualifications