Administration Assistant

Job description

The Administration / Accounting Assistant is responsible for assisting in payment to vendors, receivables from customers and providing financial, administrative, and clerical support services. This includes processing and monitoring payments and expenditures. Providing these services in an effective and efficient manner will ensure that corporate invoices are accurate and up-to-date, and that vendors and suppliers are paid within established time limits. Perform the day-to-day processing of accounts payable transactions to ensure that Company financial records are maintained in an effective, up to date and accurate manner performing the following duties which include but are not limited to:

Exercises initiative, independent judgment and discretion in carrying out assignments.

• Answer phones and direct all calls to appropriate department or take messages as needed
• Order products to stock private aircrafts, may occasionally need to run errands to stock
• Offer snacks and beverages to clients while in reception
• Data entry of invoicing in Quickbooks
• Maintaining Outlook calendar for Management personnel
• Scheduling meetings for Management personnel
• Book transportation for traveling clients (rental cars, limo), book airline tickets for pilots traveling, order meals for clients’ trips on aircraft, etc..
• Receive, verify, and code invoices and requisitions for goods and services in QuickBooks
• Verify that transactions comply with financial policies and procedures
• Prepare vendor checks for mailing
• Maintain organized accounts payable files
• Maintain updated vendor files
• Processes vendor 1099/1096 forms
• Researches and responds to AP inquiries
• Filing and assist in scanning to server

***Knowledge of Corporate Aviation (or Hospitality Industry) is a plus

We are a small company looking for a long term employee to join our team. Every day here is different- Looking for someone who is not afraid to step right in and learn. A positive personality goes a long way with us.

Business casual attire for our workplace. Overtime is available if desired, but not required.

Job Type: Full-time

Salary: $14.00 - $16.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Schedule:

• Monday to Friday

Application Question(s):

• Can you pass a background check?

Experience:

• QuickBooks: 2 years (Required)

License/Certification:

• Driver's License (Required)

Work Location: In person