Administrative Assistant

VIVA USA Inc; Canton (MA); On-site; USD 42,000 - 54,000; Full time

Job summary

VIVA USA Inc is seeking an Administrative Assistant to support Settlement Processing, banking tasks, and daily financial operations. The role requires strong math skills, bookkeeping experience, and precision in data handling.

You will prepare bank deposits, maintain tracking spreadsheets, and perform reconciliations while coordinating with internal teams. Proficiency in Excel and SAP is preferred, with a focus on accuracy and timely reporting.

Qualifications

• Assoc Degree preferred.
• 3+ years of experience providing administrative support
• Proficient in MS Excel and Microsoft Office
• Strong written and verbal communication skills
• Ability to work under pressure and meet deadlines
• Experience with bookkeeping or banking tasks

Responsibilities

• Support Settlement Processing
• Prepare daily bank deposits and related paperwork to ensure proper credit for funds
• Prepare tracking spreadsheets for deposits, follow up and collections of outstanding balances
• Perform bank reconciliation and identify bank adjustments including non-sufficient funds
• Maintain forms, deposit books, deposit slips, etc.
• Generate detailed and summary reports from existing data using IT tools such as SAP
• Front Desk responsibilities and coordination with internal/external teams

Skills

Administrative support

Bookkeeping

Strong math skills

Multi-tasking

Attention to detail

Education

Associate degree

Tools

Microsoft Excel

Microsoft Office Suite

SAP

Job description

RESPONSIBILITIES / ACCOUNTABILITIES

• Support Settlement Processing
• Strong math skills, bookkeeping and/or accounting skills
• Prepare daily bank deposits and paperwork to ensure proper credit for funds.
• Prepare tracking spreadsheets for deposits, follow up and collections of outstanding balances and documents.
• Work with Functional Teams to resolve discrepancies and variances
• Perform bank reconciliation
• Identify Bank adjustments including non-sufficient funds
• Maintain a supply of all forms, deposit books, deposit slips, etc.
• Maintain cashier workbooks to support HQ Accounting
• Daily interaction with all Functional internal and external Teams
• Maintain high level of integrity and professionalism on a daily basis
• Ability to work proficiently and calmly under pressure situations.
• Ability to proficiently generate both detailed and summary reports from existing data using predefined IT tools such SAP.
• Work on special projects as necessary
• Provide back-up coverage for other team members when required
• Front Desk responsibilities

QUALIFICATIONS/REQUIREMENTS

• Assoc Degree preferred.
• 3+ years of experience providing administrative support
• High level of computer proficiency and ability to become proficient in multiple IT applications
• Microsoft suite knowledge and excel skills a must
• Must be a strong team player and assist others when necessary
• Excellent written and verbal communication skills
• Strong number skills
• Bookkeeping/banking skills desired
• Experience in prioritizing work and multi-tasking, with a strong sense of urgency
• Outstanding organization, time management, and follow-up skills
• Responsible and reliable
• Self-motivated and proactive
• Aptitude to work with minimal supervision – set goals, create and implement action plans, and monitor progress toward goals

Notes:

Mon - Friday 8 to 4 est

VIVA is an equal opportunity employer.

All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job.

This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.