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