Administrative Assistant

I

i-Tech Support

Administrative Assistant

Ocoee, FL
Full Time
Paid
  • Responsibilities

    Position : Administrative Assistant

    Position Type : Full Time, Hourly

    Reports to : Senior Administrative Coordinator

    Location : Onsite, Ocoee, FL

    Role Summary :

    The Administrative Assistant provides essential administrative, operational, and office support to ensure the smooth day-to-day functioning of the organization. This role serves as a primary point of contact for visitors, vendors, and internal staff while supporting office operations, accounting coordination, ERP system administration, and company culture initiatives.

    The ideal candidate is detail-oriented, highly organized, proactive, and comfortable managing a wide variety of responsibilities across office administration, reporting, vendor coordination, and internal systems. This position plays a key role in maintaining an efficient, well-run office environment and supporting business operations.

    Key Responsibilities

    Front Desk & Office Administration

    • Greet visitors including customers and vendors, ensuring a professional and welcoming environment
    • Answer incoming phone calls and route or track calls as needed
    • Perform general office duties as needed, including copying, scanning, filing, and shredding
    • Maintain administrative ticket boards and track assigned tasks
    • Assist with email management and follow-up tasks

    Office Supplies, Snacks & Resources

    • Order and maintain office supplies, restroom supplies, and kitchen items
    • Order and manage office snacks
    • Manage water cooler service and supplies
    • Order company apparel and branded materials
    • Order business cards for employees
    • Track petty cash usage

    Shipping, Mail & Logistics

    • Manage incoming and outgoing shipping and mailing
    • Coordinate internal and external shipments
    • Track deliveries and ensure proper documentation

    Time, Vehicles & Scheduling

    • Track employee timesheet submittals
    • Track company vehicle usage and manage reservations as needed
    • Assist with booking travel for leadership and employees as requested, including:
      • Hotel reservations
      • Flight bookings

    Events, Culture & Employee Engagement

    • Track employee birthdays and work anniversaries
    • Assist with planning and coordinating company events
    • Process employee recognition and rewards

    Accounting & Financial Support (Administrative-Level)

    • Scan and input checks into the ERP system (Acumatica)
    • Process miscellaneous accounts payable entries for purchases
    • Manage monthly recurring payments
    • Assist with commission and operational reporting
    • Review and process monthly invoices and billing breakdowns
    • Support ERP billing tasks, including accounts payable and prorated customer invoices
    • Monitor and manage the accounts payable inbox

    ERP System, Data & Records Management

    • Create and maintain vendor records in the ERP system
    • Create and maintain customer records in the ERP system
    • Manage recurring invoices and billing records
    • Process certificates of insurance as needed
    • Maintain renewal tracking and reporting boards
    • Provide quoting and administrative sales support
    • Assist with inventory audits and record accuracy

    IT, Licensing & Systems Audits (Administrative Coordination)

    • Assist with Microsoft Office 365 user and license management
    • Perform recurring system audits and reviews, including:
      • License and user access audits (monthly and quarterly)
      • Cloud service usage and storage reviews
      • Security and authentication reviews
      • Device count audits
    • Review invoices related to software, services, and telecommunications

    Maintenance, Compliance & Special Processes

    • Open and track building maintenance and repair requests with property management
    • Coordinate notary-related needs
    • Assist with vendor renewal and compliance documentation
    • Support annual tax-exempt and compliance documentation processes
    • Track internal workflow milestones related to completed sales and commissions
    • Assist with employee insurance administration changes and billing reviews

    Qualifications :

    • High school diploma or equivalent required; additional administrative training is a plus
    • Prior experience in an administrative assistant, office coordinator, or operations support role
    • Proficiency in Microsoft Office (Excel, Word, Outlook); familiarity with Office 365 administration preferred
    • Experience working with an ERP system such as Acumatica is a strong plus
    • Strong organizational, time management, and multitasking skills
    • High attention to detail and accuracy
    • Professional written and verbal communication skills
    • Ability to handle confidential information with discretion

    Work Environment :

    • In-office position in a professional office environment
    • Routine use of standard office equipment
    • Light cleaning and basic office upkeep required
    • Ability to sit, stand, walk, lift light supplies, and perform repetitive administrative tasks

    Benefits :

    You will be eligible for immediate enrollment into our benefits program with a lead time that ranges between thirty (30) and sixty (60) days before coverage begins.

    Highlights of the current benefits are as follows:

    • Medical, dental, and vision insurance with competitive plan options
    • 401K plan + employer match + immediate vesting
    • Employer paid long-term disability insurance + life insurance
    • 22 days off per year (15 days of accrued PTO + 7 paid holidays)
    • 6 weeks paid parental leave
    • Company issued laptop
    • Company paid training as necessary