Administrative Operations Assistant

Operations Assistant Overview

The Operations Assistant position is a dynamic and multifaceted job. The successful candidate will work full-time for a minimum of 35 hours a week.

In this position, the Operations Assistant will perform a number of daily tasks that will keep our accounts receivable, invoicing, projects, internal processes, and offices working effectively and smoothly. The job will involve utilizing a number of different skills including invoice creation, A/R follow-ups, QuickBooks bookkeeping, report generation, spreadsheet creation, and office management. The successful candidate will have a demonstrated aptitude to learn and/or some level of experience with QuickBooks, Google Suite, and online report generation forms.

Accounts Receivable and Accounts Payable

The Operations Assistant will assist in managing the accounts receivable and accounts payable for EmployStats and its several related companies. Accounts receivable and payable are managed online using Quickbooks.

The Operations Assistant's tasks will include working on invoices and managing accounts receivables. The Operations Assistant will work with EmployStats' Operation Manager to generate invoices on a daily basis. Generation of invoice tasks are performed using QuickBooks' online interface and include managing individual employee time records, auditing time entries, and editing time entry descriptions. The Operations Assistant will assist in sending out invoices to clients and ensuring successful delivery of invoices to clients. The Operations Assistant will work with the Operations Manager on a pre-established accounts receivable procedure to follow-up with clients on outstanding invoices and ensure that our invoices are paid in accordance with the agreed upon payment terms.

The Operations Assistant accounts payable and banking tasks will include assisting in daily categorization of expenses, auditing of expenses, bank account balancing and bank statement reconciliation on QuickBooks. The Operations Assistant will also be responsible for maintaining client account and payment information on QuickBooks. The Operations Assistant will perform these tasks for EmployStats and its related companies on a daily basis. The Operations Assistant will perform a bi-weekly audit of vendor accounts to ensure that all accounts are current. During this audit, the Operations Assistant will also ensure that our accounts are being utilized efficiently and look for opportunities to reduce or eliminate underutilized and/or inefficient services and products.

Employee billable time reporting

The Operations Assistant will be responsible for managing the internal time records for EmployStats personnel and ensure that time records are current for each time keeping employee. EmployStats bills its clients hourly for its services. The Operations Assistant will produce regular reports that summarize the billing activities of each employee. The Operations Assistant will check and follow up with employees daily to ensure that each employee has entered their time into the firm's time keeping system. The Operations Assistant will also be responsible for running employee time reports as needed by the Operations Manager and other team members.

Office Administration

The Operations Assistant will attend team project meetings. The Operations Assistant will be responsible for keeping meeting calendars current and project notes current and up to date. The Operations Assistant will also as needed follow up with clients as needed to obtain relevant project information. The Operations Assistant will also be regularly required to create Google Spreadsheets in support of on-going projects and our internal processes. The Operations Assistant will also be responsible for ordering supplies and office items.

Ideal Candidate

• Documented aptitude and/or experience with invoicing, A/R, and accounting systems such as QuickBooks Online
• Experience with accounts receivable and accounts payable administration
• Experience with Google Suite (Docs, Sheets, etc.)
• Ability to learn new task; fast learner
• Upbeat and outgoing
• Willingness to learn; flexible
• Team oriented

Requirements

• Work physically in our San Antonio office at least 4 days a week
• Relevant formal education and work experience