Administrative Assistant
About The Position
As an Administrative Assistant at STG/Blue Jay Communications, you provide administrative, project setup, and invoicing support for the Brooklyn and Youngstown offices. You help ensure projects are entered accurately, invoicing is completed on time, and business systems remain aligned and up to date. The role supports project managers, operational staff, and accounting personnel by maintaining accurate project information and providing day-to-day administrative assistance. The work includes setting up projects and maintaining project data across Prism, Foundation, and the Super Tracker; processing and following up on invoices; checking Work-In-Progress reports for discrepancies; and assisting with office communications and supply needs. The position reports directly to the Chief Financial Officer, with day-to-day direction from the Operational Manager, and collaborates with accounting, project management, and administrative teams.
Requirements
- Demonstrated expertise using Pathwave, Microsoft Office Suite, Foundation, and Paylocity.
- Proven experience managing financials, including job costing, budgeting, forecasting, and reporting.
- Strong communication skills with customers, team members, vendors, and internal stakeholders.
- Exceptional organizational skills, including tracking and updating project progress using various tools and maintaining comprehensive documentation.
- Leadership ability to motivate cross-functional teams and promote a positive culture.
Responsibilities
- Complete setup and entry of new projects in established systems.
- Maintain and update project data in Prism, Foundation, and the Super Tracker, verifying consistency across systems.
- Process invoicing for Youngstown and Brooklyn projects accurately and promptly.
- Review project information before invoicing and support invoice corrections, updates, and follow-up.
- Coordinate with project teams and accounting personnel to resolve invoicing discrepancies.
- Review incoming emails and requests for project setup and invoicing activities.
- Monitor Work-In-Progress (WIP) reports and identify discrepancies requiring correction.
- Communicate with project managers and team members about project information and invoice requirements.
- Answer and direct incoming calls and office communications; monitor shared inboxes and respond or route requests appropriately.
- Maintain office supply inventory and coordinate ordering as needed.
- Provide administrative assistance to project managers and operational staff.
- Participate in team discussions and follow up on outstanding administrative items.
- Maintain organized administrative, invoicing, payment, and job-entry records and meet established deadlines.
- Follow up promptly on outstanding invoices, rejected invoices, payments, and assigned issues.
- Provide administrative support across the Cleveland and Youngstown offices.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
