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VesuvITas: Business Administrator

Location(s): Blend of onsite/remote in Deerfield Beach, FL

Position Type: Full-Time Permanent Salary with Health, Vision, and Dental Insurance

Company Description

VesuvITas is a trusted Contact Center Solutions and Consulting company with nearly 30 years of industry expertise, specializing in enhancing customer experiences through innovative and tailored approaches. Known for —Contact Center, Customer Experience, AI, Security, Analytics, and Cloud Migration— VesuvITas provides vendor-neutral and customer-centric solutions for businesses of all sizes. The organization focuses on designing comprehensive solutions that integrate people, process, and technology to optimize operations and boost customer satisfaction. By delivering secure and personalized customer experience technologies, VesuvITas fosters brand loyalty and drives business success.

This is an exciting opportunity to get in on the ground floor with a growing technology sales and consulting firm. The Business Administrator should be capable of supporting business finance efforts (and have solid practical knowledge of accounting and bookkeeping). The candidate should have extended experience with MS Excel spreadsheets, Quickbooks software (or similar), and experience handling payments and invoicing clients. The candidate should have excellent business writing skills, business office and operations skills and especially a high attention to detail.

In addition, the candidate must have a strong technology/technical aptitude or experience and/or ability to use automation tools, AI tools, and coordinate with IT to detail what is required for automation of your processes. We would welcome a highly technical person who has a great attention to detail that can learn the tasks required, but would also prefer someone who already has this experience.

A great candidate for VesuvITas would be an energetic professional with a tireless attitude and a desire to work with a small but growing company with a lot of opportunity. A person for this role will not be looking for a 9-5 to be successful in this role as there is a LOT to learn for our specific industry and we are in a growth-mode. Furthermore we are launching 2 new businesses which we will be looking for Business operations and accounting support for those new companies as well.

Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Additional background in HR and Payroll is also very helpful. Well organized, flexible and enjoys the administrative challenges of supporting an office of distributed employees. 

Due to the blended role of remote and onsite, candidate must be local to the Broward/Palm Beach area.

Primary Responsibilities/Duties:

• QuickBooks Administration & Management
• Microsoft Excel (complex & detailed spreadsheets, pivot tables, detailed formulas)
• Customer invoicing and all vendor payments
• Finance Process Management
• Best practices for bookkeeping
• Operational workflow decisions and documentation
• Workflow Automation and AI enablement for finance and business operations work.

Additional Responsibilities/Duties:

• Manage C-level executives' schedules, calendars, and appointments.
• Help support building out Statements of Work for new clients as needed.
• Manage the 3rd party Bookkeeping service until you bring this service in-house and properly account for all bookkeeping entries.
• Manage the 3rd party Accounting service, bring this service in house, and coordinate with Tax Services
• Manage the 3rd party Payroll service and research and possibly replace the Payroll/Insurance services.
• Support with new employee processes and procedures.
• Assisting with travel arrangements and loyalty programs
• Ensure security, integrity, and confidentiality of client data.
• Prepare financial reports on a schedule to ensure efficiency.
• Maintain a safe and secure working environment.

Requirements:

• Knowledge of office management responsibilities, systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills (multi-lingual a plus/not required)
• Strong organizational and planning skills
• Proficient in MS Office, MS Teams, Word, Outlook, & ESPECIALLY MS Excel
• Knowledge of accounting, data and administrative management practices and procedures
• Knowledge of business and management principles
• Computer skills and high technical aptitude
• Desire to leverage AI is a plus

Key skills & proficiencies:

• Excellent Communication
• Analysis and Assessment
• Judgment
• Problem Solving
• Decision Making
• Planning and Organization
• Time Management
• Attention to Detail
• Accuracy
• Initiative
• Integrity
• Adaptability
• Teamwork
• Developing Standards
• Process Improvement