Administrative Assistant

Company: VensureHR
Location: Charlotte
Posted on: April 3, 2025

Job Description:

Responsible for handling a variety of administrative tasks and responsibilities to support the organization by performing the following duties. Essential Duties and Responsibilities Performs a wide variety of secretarial and administrative duties as required by daily operation. Responsible for invitation letters to Consulates, renewal of passports and international Visas; including authenticity of documents by NC State department. Coordinates with the origin office in movement of legal documents or assist in inquiries and requests. Email our offices with announcement of holiday closures. Handles administrative agreements to include service agreements by major accounts. Purchases gifts for clients; arrange monetary contributions and donations. Oversee and purchase office supplies, including furniture and software. Responsible for all company cell phone plans and equipment; monitors monthly invoices and reviews usage. Assists with personal errands and projects. Responds to management direction and assists where needed. Working with VP of Sales to plan and coordinate sales conference details, including booking venues, travel for employees and guests, and day of coordinating, etc. Responsible for ordering company stationery, including business cards, name plates, etc. Responsible for event coordination and related mailings (holiday parties, sales promos, giveaways, etc. Create overnight UPS packets and UPS mailing, deliver certified mail to post office, purchase stamps. Monitor building access cards for new employees to include office keys to authorized users. Order new hire employee badges. Create monthly staff birthday announcement. Manage and book travel arrangements for staff, including flights, accommodations, and transportation, ensuring cost-effectiveness and adherence to company policies. Accounting Maintains general files for the accounting department. Request W-9 forms for new business accounts. In the absence of Director of Finance, authorized to open mail. Maintain UPS account and check weekly invoice for payment. Mail monthly receivable statements. Manage client credit applications, including credit reports, and bank/trade references. Photo company assets, record serial numbers and label equipment. Issue credit payments for vendors through Client. Credit and collections follow-up with customers, including calls, emails and sending monthly account statements. Update credit and collections notes in CW. Meet with director of Finance to review delinquent accounts. Process merchant credit card payments from customers. Knowledge, Skills and Abilities Microsoft proficient Event organizing and Visitors' greetings Travel booking Knowledge of: Book of business - Cargo wise - QuickBooks - Accounting Education & Experience Associates preferred, but experience goes over education At least 1 year of experience Experience in facilities management Employment Type: Full Time

Keywords: VensureHR, Charlotte , Administrative Assistant, Administration, Clerical , Charlotte, North Carolina