Office Administrator - Weaver Consultants Group : Job Details

Billing and Office Administration

Responsibilities:

• Accounting support on client invoice processing, including project set ups, timely entry of expense reports, corporate credit card reports, AR, and AP data entry
• Manage day-to-day office operations and provide administrative support to the technical/professional staff
• Compile, print, bind and ship reports and other deliverables in an efficient manner for project managers and staff in multiple technical practice groups within established deadlines
• Within the established deadlines, assist and support technical teams by:
• Typing project notes and agendas
• Assisting with the writing of proposals and project correspondence
• Utilize Word Processing software with the development of robust templates, proofing, editing and production of proposal, reports and other documents in an efficient manner that meets the quality and needs of our clients
• Manage inventory of office and kitchen supplies on a daily basis
• Maintain communications with the building management on office needs and emergency care
• Manage employee benefits, such as phone allowances, transit benefits, and 401(K) as assigned
• Schedule and track conference rooms for events and meetings
• Assist in the planning and implementation of company events such as holiday parties and anniversary celebrations
• Provide backup in relation to following on an as needed basis:
• Greeting customers and clients in a friendly and professional manner and communicate arrival to the appropriate party
• Sort and deliver all incoming mail to the appropriate party on a daily basis
• Receive incoming packages and deliver to the appropriate party on a daily basis
• Manage outgoing mail and packages
• Answer/screen incoming calls with a pleasant voice and efficiently transfer calls to the appropriate party
• Manage/book travel arrangements for technical team members through on-line software
• Work as a team member and contribute as an individual in all tasks assigned
• Other projects, as assigned by a large team of project managers, accounting supervisors, and HR supervisors

Qualifications:

• Associate's or Bachelor's Degree in Business or related field preferred
• Minimum 3-5 yrs. professional experience with administrative/financial support role with professional services firm strongly preferred
• Strong organizational skills
• Detail oriented and proficient at both communications and financial matters
• Prior experience with ERP software to process accounting transactions is desirable and specific experience with Deltek VantagePoint is a plus