We are looking for someone to work from home in a fast-paced business while also maintaining high standards of performance and excellence. This position will likely transition away from working at home within the year. We are looking for someone who is comfortable explaining technical issues in non-technical ways, and someone who can provide excellent service in the midst of stressful situations. Since you will be working with business owners who may be dealing with difficult issues, we expect you to be able to empathize with our clients, help de-escalate situations and get the answers you need from the correct source. The ability to manage details and follow through on tasks without leaving any loose ends are of paramount importance. The ideal candidate would have technical savvy, and willingness to learn about new technical systems and the industry, such that over time the candidate could respond to more and more of the technical requests themselves.
KNOWLEDGE BASE/SKILL REQUIREMENTS
- Strong knowledge of MS Office Suite (Word, Excel, PowerPoint), Adobe Acrobat Professional, and phone systems.
- Exposure to AP/AR and Procurement.
- Familiar with scanning devices and PDF files.
- Any exposure to IT services is a plus.
- Ability to quickly learn new tools and techniques through self-teaching
- Excellent communication skills, both written and verbal with the ability to work with all levels of management and employees.
- Strong and effective organizational skills, attention to detail and ability to handle multiple tasks.
- Effective time management skills such as keeping track of and organizing numerous and varied time sensitive tasks and concurrently deal with frequent urgent situations requiring immediate decision and action.
- Ability to work under pressure and to maintain efficiency and composure.
- Strong interpersonal skills with an ability to establish and maintain cooperative and harmonious working relationships with a variety of other support and operational departments.
- Produce information by transcribing, proofreading, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics with strong composition and language skills.
- Act with good judgment and as a team player with the ability to meet deadlines.
WORKSPACE REQUIREMENTS
- Maintain a very quiet work area with no pets, children, spouses or other like distractions.
- Be available via Slack and Zoom during work hours.
- Maintain a flexible and adaptive schedule (e.g. start early or stay late if required to complete work) which may include coming in to the office.
- Document billable and nonbillable activities during work hours.
RESPONSIBILITIES AND ESSENTIAL DUTIES
- AR/AP
- Creating invoices from proposals, vendor quotes, and completed work descriptions.
- Maintaining and monitoring client payment portals.
- Setting clients and payment information up in financial software and databases.
- Procuring materials for project completion.
- Assist with tracking and notifying parties of software purchases, renewal dates, and auto renewal requirements.
- Provide support for PCI compliance reviews.
- Customer Support/Technical duties
- Setting up new customers in product portals.
- Social Media management.
- Technical work including, but not limited to, resetting passwords, troubleshooting issues, remote session work, contacting appropriate vendors for assistance. Work with appropriate vendors to troubleshoot and resolve issues in a timely manner.
- Handle issues with a high degree of confidentiality and accuracy.
- Ability to navigate an unfamiliar portal.
- Administrative assistant
- Answer, screen, and transfer inbound telephone calls to appropriate parties or take messages in a professional and pleasant manner.
- Proactively maintain business schedules by planning and scheduling meetings, including conferences, teleconferences, and travel.
- Track communication with vendors and sub-contractors via telephone, email, and other written correspondence.
- Responsible for all company administrative processes and documentation as needed.
- Perform off-site errands in support of departmental tasks, as needed.
- Open, sort, and distribute incoming correspondence, including faxes, ticketing system, and multiple email accounts.
- Perform general office duties, such as ordering supplies, maintaining contact lists, and creating binders.
- Provide assistance with special projects, as needed.
EDUCATIONAL REQUIREMENTS:
- Education and Certifications: High School Diploma or equivalent required; Bachelor’s Degree preferred. An equivalent combination of education and experience may be accepted.
- Experience: Four (4) years of applicable experience is required.
