Administrative Assistant

Vantage Labs, LLC; Jensen Beach, Northern (FL, KY); Híbrido; USD 32.000 - 42.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Medical, Dental, and Vision Insurance

Short-Term and Long-Term Disability

Legal and ID Theft Protection

Critical Illness Insurance

Tuition Reimbursement and paid trai­n

Descripción de la vacante

SantoChem in Jensen Beach, FL is seeking an Administrative Assistant to oversee the building and handle day-to-day administrative duties, including coordinating with vendors, supporting accounting, and assisting a remote sales team with CRM admin.

You will work closely with facilities, manage meetings, maintain Excel spreadsheets, and help with invoicing and reporting. This role requires strong MS Office skills and excellent communication.

Formación

• Bachelor degree or higher required.
• Proficient in Microsoft Office Suite.
• Strong written communication skills.

Responsabilidades

• Qualify customer needs and coordinate internal stakeholders on purchases and inventory.
• Provide accounting support including data entry, bank deposits, and check mailings.
• Coordinate with vendors and building management for pickups/deliveries and documentation.

Conocimientos

Microsoft Office Suite

Sales meetings coordination

Excellent writing skills

Facilities management coordination

Educación

Bachelor Degree or Higher

Herramientas

QuickBooks

CRM admin

Descripción del empleo

Due to increased demand for our solutions, SantoChem is actively seeking a qualified candidate to join our team located in our Jensen Beach, FL office. As the Administrative Assistant, you will be responsible for overseeing the building and all administrative duties for SantoChem.

JobDuties:

• Communicate with internalstakeholders regarding purchasing, maintenance, shipping & receiving,and other departments regarding purchase orders and inventory receipts.
• Provide administrative supportto accounting department including data entry, administrative projects,bank deposits, and check mailings to post office .
• Coordinates with externalvendors, contractors, and building management to obtain properdocumentation is in place for all pickups and deliveries.
• Maintains relationship withstaff to answer questions and concerns with timely and knowledgeableresponses.
• Assist a small remote sales teamwith CRM admin.
• Works closely with the salesteam and as a complement to the sales process.
• Assist the head of facilitieswith ordering and maintaining supplies as well as scheduling andcoordinating with 3rd party contractors (plumbers, electricians, etc.)
• Coordination of meetings,creating presentations, coordinating monthly reporting, use of Excelspreadsheets, etc.
• Analyze and calculate salescommissions according to the then current compensation plans.
• Maintain accounts payable systemincluding but not limited to, entering payment terms, new vendors, andcheck runs.
• Pays vendors by monitoringdiscount opportunities and verifying federal id numbers; scheduling andpreparing checks; resolving purchase order, contract, invoice, or paymentdiscrepancies and documentation; ensuring credit is received foroutstanding memos; issuing stop-payments or purchase order amendments.
• Enter information daily into theaccounting system (Quickbooks) using invoices, purchase orders, andinventory receipts.
• Maintain the employee travelexpense process including checking for accuracy, data entry, andprocessing checks for travel expense reimbursement.
• Respond to vendors regardingpayment status and invoice discrepancies.
• Provide administrative supportto accounting department including data entry, administrative projects,bank deposits, and check mailings to post office.

Qualifications:

Required:

• Good balance of business andtechnical knowledge (Microsoft Office Suite).
• Coordinating variety of salesteam meetings/events, travel, report generation, etc.
• Excellent writing skills;ability to compose and manage all required project documentation.
• basic facilities management(Scheduling and coordinating work needed by plumbers, electricians, etc.)

Preferred:

• Good balance of business andtechnical knowledge (Microsoft Office Suite).
• Coordinating variety of salesteam meetings/events, travel, report generation, etc.
• Excellent writing skills;ability to compose and manage all required project documentation.
• 3+ years of experience in a bookkeeping role.
• Experience with AR/AP cycles.
• Demonstrated ability to leadothers in accomplishing project objectives according to establishedbudgets and timetables.
• Ability to effectively converseand interact with technical team to formulate questions, offer insight,solutions and issues resolution, prioritize time and tasks to accomplishestablished objectives.
• No restrictions lifting andmoving objects, bending down or kneeling, etc. as required to performoffice management function.

What we offer

We believe in taking care of our team. Here are some of the benefits and perks we offer:

• Medical, Dental, and Vision Insurance
• Short-Term and Long-Term Disability
• Legal and ID Theft Protection
• Critical Illness Insurance
• Tuition Reimbursement and paid training certificates

Equal opportunity employment

There's onemore, very important thing.

We are an equal opportunity employer.

We search for amazing people of diverse backgrounds, experiences, abilities, andperspectives.

We take care of each other to create an inclusive work environment where we love to come to work every day.

We'd be happy to provide reasonable accommodations to help you apply.

We hope you can join us.

Customer Relationship

Personal Evolution

Autonomy

Administrative Work

Technical Expertise

Responsibilities

• Qualify the customer needs
• Communicate with internal stakeholders regarding purchasing, maintenance, shipping & receiving, and other departments regarding purchase orders and inventory receipts.
• Provide administrative supportto accounting department including data entry, administrative projects,bank deposits, and check mailings to post office .
• Coordinates with externalvendors, contractors, and building management to obtain properdocumentation is in place for all pickups and deliveries.
• Maintains relationship with staff to answer questions and concerns with timely and knowledgeable responses.
• Assist a small remote sales team with CRM admin.

Must Have

• Bachelor Degree or Higher
• Good balance of business and technical knowledge (Microsoft Office Suite).
• Coordinating variety of sales team meetings/events, travel, report generation, etc.
• Excellent writing skills;ability to compose and manage all required project documentation.
• basic facilities management(Scheduling and coordinating work needed by plumbers, electricians, etc.)

Nice to have

• Good balance of business and technical knowledge (Microsoft Office Suite).
• Coordinating variety of sales team meetings/events, travel, report generation, etc.
• Excellent writing skills; ability to compose and manage all required project documentation.
• 3+ years of experience in a bookkeeping role.
• Demonstrated ability to lead others in accomplishing project objectives according to established budgets and timetables.
• Ability to effectively converse and interact with technical team to formulate questions, offer insight, solutions and issues resolution, prioritize time and tasks to accomplish established objectives.
• No restrictions lifting and moving objects, bending down or kneeling, etc. as required to perform office management function.

What's great in the job?

• Be the person who keeps the business moving. Take ownership across accounting, facilities, sales support, purchasing, and office operations while becoming a key resource for the entire team.
• Build a broad business skill set. Gain hands-on experience with QuickBooks, accounts payable, vendor management, CRM administration, sales operations, facilities coordination, and financial processes.
• Make an immediate, visible impact. Work closely with internal teams, vendors, contractors, and sales professionals to solve problems, improve processes, and keep day-to-day operations running smoothly.