Admin Assistant

Interplace, Inc.; United States; On-site; USD 20,664 - 34,440; Part time

Job summary

A US-based company is seeking a part-time Administrative Assistant who can handle various office tasks and provide support to management and team members. The ideal candidate should have excellent communication skills, attention to detail, and prior administrative experience. This role involves bookkeeping, managing travel arrangements, and facilitating a positive work environment for all employees.

Qualifications

• Excellent verbal and written communication skills.
• Prior administrative experience is preferred.
• Proactive attitude to create a positive experience.

Responsibilities

• Conduct bookkeeping entries into QuickBooks.
• Create expense reports for credit cards and cash reimbursements.
• Prepare onboarding document packages for new employees.
• Manage travel arrangements for the Executive Vice President.
• Check and sort mail, answer phone, and stock office supplies.

Skills

Excellent communication skills

Attention to detail

Ability to work in a multi-cultural business setting

Education

Associate's Degree in related field

Tools

QuickBooks

MS Office 365

Job description

Japanese skill is a plus, not required.

Administrative Assistant Job Description (part-time, potential to be full-time)

We are looking for a master multi-tasker with excellent communication skills and an upbeat attitude. Candidates should be able to assist management and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, making reservations or travel arrangements, and generally being a helpful and positive presence in the workplace.

To be successful as an Administrative Assistant, candidates should be professional, polite, and attentive while also being accurate. They should always be prepared and responsive, willing to meet each challenge directly. Administrative Assistants must be comfortable with computers, general office tasks, and excel at both verbal and written communication. Most importantly, Administrative Assistants should have a genuine desire to support and meet the needs of others.

Administrative Assistant Responsibilities:

• Bookkeeping: Conducting entries into QuickBooks of the selected transactions upon instruction/direction; creating/sending invoices.
• Create expense reports for credit cards, employee cash reimbursements, and petty cash
• Record keeping in both physical and digital files
• Prepare onboarding document packages for new employees, such as I-9, W-4, NDA, health benefit applications, and collect required documents for filing.
• Make travel arrangements and provide overall support for Executive Vice President
• Manage company accounts for phones, Internet service, MS Office 365 and more
• Act as POC for various vendors, including immigration law firms that handle visa applications
• Facilitate office tech support via IT a dedicated vendor including setting up new computers, phones, and printers
• Overall support of stationed employees from Japan, including explaining company benefits and U.S. local culture.
• Check and sort mail, answer phone, keep office and breakroom supplies stocked
• Provide support as necessary to facilitate better work environment for all team members

Administrative Assistant Requirements:

• Excellent communication skills, including cross-cultural communications in business environment. Willingness to work in a multi-cultural business setting.
• Associate’s Degree in related field preferred
• Prior administrative experience
• Excellent computer skills
• Attention to detail
• Desire to be proactive and create a positive experience for others.