• Attend management meetings to support office ops follow up.
• Be a part of the team that decides assignments to the Accountant of the company, new hire on-boarding process
• Interact with Business Development staff about their travel and either design a new expense reporting system or maintain the current travel expense reporting system
• Be involved and helping to track the invoicing process.
• Be an integral member of the Customer Service function of the company.
• Gain familiarity with our main clients and be a part of the management of those relationships,  

 

• Ensure our standard admin ops works from template generated approaches, such as letter to the employees, clients, investors, etc.  
• Assist in the preparation of regularly scheduled reports
• Develop and maintain electronic filing system
• Update and maintain office policies and procedures
• Order office supplies and research new deals with vendors
• Assist marketing with client database upkeep
• Assist Human Resource function
• Keep travel related expenses organized, since many of them are client billable expenses.
• Reconcile expense reports
• Act as one of the points of contact for internal and external clients – it will be helpful if the person in this role gets to know and communicate with clients.

 

• Proven experience as an administrator.  
• Knowledge of office management systems and procedures
• Working knowledge of office equipment
• Proficiency in MS Office
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• AAS degree at a minimum plus previous experience as an Administrative Assistant

 

1. Improve the process we have started to capture billings, invoices, payment tracking.  It is almost fully up and running, a few more information pieces and training needs development.  We can see this being a weekly activity taking about 2-3 hours per week.
2. Expense reporting organization.  Several people are traveling, knowing their anticipated spend, their method of submission, the review and approval and report to accounting when payments need to be and can be made…We can see this being another 2-3 hours per week.
3. The On-boarding process is almost formed and organized.  We need it refined, checked and documented for the next round of hires – expected in the next 2-4 weeks.  We believe this can run 4-5 hours per week in the beginning and tapper off by Oct 1.
4. We have several Grants with NYS and can use help to fulfill these grant requirements.  We can anticipate this requiring 2-5 hours per week. 
5. Insightly is our CRM and make ideas have been initiated, working with them for general improvement will be needed.  
6. Help with time accounting – hours worked from hourly employee.  CEO will be setting up the process.  
7. Participate in the team we assemble to help Ithos administer the Grant Programs.  Jen is focused to run it, but we need a committee to meet and help give guidance.  
8. If we need to fill in time, helping us organize personnel files would be another, more delayed assignments.