Administrative Assistant Jobs

About The Position

Requirements

• High school diploma or GED required; college degree preferred.
• 2+ years of administrative, executive support, sales support, or related experience preferred.
• Experience with travel coordination, expense reporting, accounting support, or customer service is a plus.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Experience with Concur, Zoho CRM, AMEX Business Travel, or similar systems preferred.
• Strong data-entry, spreadsheet, email, and general computer skills with the ability to learn new software.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Professional, dependable, and customer-service oriented.
• Ability to prioritize, multitask, meet deadlines, work independently, and exercise sound judgment.

Responsibilities

• Gather and enter senior management credit card receipts and transactions into Concur with accurate coding.
• Follow up on missing receipts and review outstanding transactions weekly.
• Provide Ron with updates on unsubmitted transactions by cardholder.
• Coordinate executive schedules, appointments, meetings, and events.
• Resolve scheduling conflicts and maintain confidential calendar information.
• Provide front desk coverage as needed, including answering calls, assisting visitors, distributing mail and packages, maintaining supplies, and replenishing coffee stations.
• Provide backup support during AR absences.
• Collect mail, process incoming checks and deposits, and provide daily cash collection information to the CFO.
• Arrange flights, hotels, rental cars, and other travel accommodations for senior management.
• Maintain corporate accounts with preferred travel vendors and maximize company travel benefits.
• Complete special projects and administrative assignments as requested by the CEO, CFO, or senior management.
• Manage the company travel program through AMEX Business Travel and support employees with platform questions.
• Serve as the primary liaison with Hertz for the corporate rental program.
• Coordinate travel exceptions with the CFO for review and approval.
• Maintain the company travel policy and oversee the AMEX Business Travel/Concur integration.
• Manage and distribute incoming Zoho leads to the appropriate sales representatives.
• Serve as the initial contact for prospective dealers and route dealership inquiries and applications.
• Track lead sources, follow-up, and tradeshow leads.
• Monitor sales inboxes, gather customer information, and route inquiries to the appropriate Account Manager.
• Qualify incoming requests and ensure timely follow-up.
• Provide backup customer support for the Residential Sales Hunt Group.
• Assist with order status, showroom locations, product availability, and stock inquiries.
• Take and route detailed messages to the appropriate sales representative.
• Prepare and draft residential sales quotes from the RFQ inbox.
• Review requests for completeness, obtain missing information, and ensure quotes are completed accurately and timely.
• Support the Product Management Coordinator with special projects, territory maps, sales spreadsheets, and reporting.
• Provide general administrative and data support to the sales organization.
• Handle confidential company, financial, executive, employee, customer, and sales information with the highest level of discretion and professionalism.

Benefits

• Medical, Dental, & Vision
• 401(k) Plan
• Life & AD&D
• STD & LTD
• Paid Time Off
• FEDLogic
• Employee Assistance Program
• Paid Company Holidays
• Employee Discount Program
• Employee Referral Program