Administrative Assistant

FirstDay Foundation; San Antonio (TX); On-site; USD 42,000 - 56,000; Full time

Job summary

FirstDay Foundation in the United States seeks an IT Administrative Assistant to provide comprehensive administrative, financial, and operational support to the IT department. You will coordinate IT billing, invoicing, records, and procurement, while ensuring accuracy and timely processing.

The ideal candidate is analytical, highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while delivering excellent customer service.

Qualifications

• Associate degree in Business Administration, Accounting, Information Technology, or a related field preferred; equivalent experience may be considered.
• 2–3 years of experience in administrative support, billing, accounts payable, or financial coordination, preferably in an IT or technology environment
• Experience in customer service, clerical support, or office administration preferred
• Proficiency in Microsoft Office 365 applications (Excel, Word, Outlook, Teams)
• Experience with financial or ERP systems (e.g., Workday, Acumatica) preferred
• Strong organizational, analytical, and problem-solving skills
• Excellent written and verbal communication skills with vendors and internal stakeholders

Responsibilities

• Process, review, and upload vendor invoices to ensure accuracy, proper approvals, and timely payment processing
• Monitor invoice status, follow up on outstanding items, and resolve billing discrepancies
• Maintain accurate financial records, credit card expenditures, and purchase orders
• Assist with reconciliation of vendor accounts and invoice tracking
• Coordinate with procurement, finance, and project management teams to ensure accurate invoice and cost allocation
• Assist in the creation of purchase orders and processing of credit card transactions
• Develop and maintain reports, spreadsheets, and documentation related to IT billing, budgets, contracts, and expenditures
• Track IT service requests, equipment orders, and helpdesk-related activities; provide timely status updates
• Coordinate shipping, receiving, and inventory tracking of IT equipment and packages
• Assist in developing and implementing office procedures and process improvements
• Support departmental projects through data gathering, reporting, and coordination
• Prepare department highlights and general documentation as required
• Perform other administrative and operational duties as assigned

Skills

MS Office 365

ERP Systems

Organizational Skills

Communication

Attention to Detail

Prioritization

IT Billing

Education

Associate degree

Tools

Workday

Acumatica

Job description

• Collaboration & Teamwork

It's a great feeling to work for a company that does so much good for others around the world!

Academic Req: Associate degree in Business Administration, Accounting, Information Technology, or a related field preferred; equivalent experience may be considered

Preferred Qualifications: (List preferred, but not required, education or certifications for the role)

Work Experience

• Minimum of 2–3 years of experience in administrative support, billing, accounts payable, or financial coordination, preferably in an IT or technology environment
• Experience in customer service, clerical support, or office administration preferred

Position Summary

The IT Administrative Assistant provides comprehensive administrative, financial, and operational support to the Information Technology department. This role is responsible for coordinating IT billing and invoice processing, maintaining accurate financial and departmental records, tracking technology procurements and service requests, and supporting internal documentation.

The ideal candidate is analytical, highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while delivering excellent customer service and maintaining professionalism.

Essential Functions and Measurable Deliverables

Billing, Finance & Documentation

• Process, review, and upload vendor invoices to ensure accuracy, proper approvals, and timely payment processing
• Monitor invoice status, follow up on outstanding items, and resolve billing discrepancies
• Maintain accurate financial records, credit card expenditures, and purchase order
• Assist with reconciliation of vendor accounts and invoice tracking
• Coordinate with procurement, finance, and project management teams to ensure accurate invoice and cost allocation
• Assist in the creation of purchase orders and processing of credit card transactions
• Develop and maintain reports, spreadsheets, and documentation related to IT billing, budgets, contracts, and expenditures

Administrative & Operational Support

• Track IT service requests, equipment orders, and helpdesk-related activities; provide timely status updates
• Coordinate shipping, receiving, and inventory tracking of IT equipment and packages
• Assist in developing and implementing office procedures and process improvements
• Support departmental projects through data gathering, reporting, and coordination
• Prepare department highlights, and general documentation as required
• Perform other administrative and operational duties as assigned

Requirements

• Proficiency in Microsoft Office 365 applications (Excel, Word, Outlook, Teams)
• Experience with financial or ERP systems (e.g., Workday, Acumatica) preferred
• Strong organizational, analytical, and problem-solving skills
• Excellent written and verbal communication skills with the ability to interact professionally with vendors and internal stakeholders
• High attention to detail and accuracy in record-keeping
• Ability to manage competing priorities and meet deadlines
• Familiarity with IT billing, procurement processes, and budget tracking preferred
• Ability to work both independently and collaboratively in a team environment

Skills and Abilities Required

• Analytical Thinking
• Organization & Time Management
• Financial Accuracy & Accountability
• Collaboration & Teamwork
• Customer Service
• Communication & Coordination
• Confidentiality & Professionalism

Other Responsibilities

• Perform additional duties and special projects assigned by the IT Asset & Procurement Manager or IT leadership.

English (United States)

If you like to work with people that believe they can make a difference in the world, this is the company for you!

EEO Statement

In accordance with Title VII of the Civil Rights Act of 1964 and other applicable federal and state laws (e.g., the Age Discrimination in Employment Act (ADEA), and the Americans with Disabilities Act (ADA), it is our policy to provide equal employment opportunity and treat all employees equally regardless of race, religion, national origin, color, sex, or any other classification made unlawful or prohibited by federal, state and/or local laws, such as age, citizenship status, veteran or military status, or disability. This policy applies to all terms and conditions of employment, including hiring, promotion, demotion, compensation, training, working conditions, transfer, job assignments, benefits, layoff, and termination.

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.