Administrative Assistant

Description
Position at Lead Venture

Administrative Assistant
The Administrative Assistant provides day-to-day administrative and operational support to ensure the efficient execution of core office activities. This role supports financial, procurement, and coordination processes, while also assisting with employee separation logistics and asset recovery activities in close partnership with HR, IT, and Payroll.
The Administrative Assistant plays a key role in maintaining organization, accuracy, and timely follow-through across administrative workflows, while coordinating across teams to ensure processes are executed consistently and efficiently.
Administrative & Office Support
Support day-to-day administrative operations to ensure smooth and efficient office functioning
Maintain accurate tracking of administrative tasks, requests, and deliverables to ensure timely execution
Organize and maintain administrative documentation and records for consistency and accessibility
Provide guidance to employees on general administrative processes and direct inquiries to appropriate teams
Office Operations & Coordination   Coordinate administrative activities in support of the Administrative Manager and operations team
Partner with internal teams including HR, IT, Finance, and Facilities to support ongoing processes
Coordinate internal communications, announcements, and organizational activities with team leads
Manage permits and administrative requests with building management or external providers
Logistics, Events & Travel Coordination   Prepare and manage shipping guides, including sending, receiving, and tracking packages
Coordinate logistics for internal events, including vendor communication and scheduling
Support execution of office activities and team events through planning and coordination
Track shipments and follow up to ensure timely delivery, escalating issues when needed
Financial & Reporting Support   Support creation, tracking, and follow-up of supplier and service quotations
Assist with procurement of office supplies, materials, and employee-related resources
Coordinate purchasing of equipment and materials for new hires through approved vendors
Maintain tracking of expenses and procurement requests to support financial visibility
Asset, IT & Inventory Support   Coordinate onboarding logistics by preparing and distributing equipment for new hires
Maintain tracking of company assets and support inventory organization
Coordinate with IT to validate return and condition of company equipment
Support recovery of IT equipment, including coordination with vendors and shipment tracking
Team & Operational Support   Support cross-functional workflows by coordinating tasks and ensuring follow-through across teams
Maintain status updates and provide visibility into progress of administrative and lifecycle processes
Identify delays or issues and escalate as appropriate to ensure resolution
Support continuous improvement of administrative processes through documentation and feedback
External & Communication Support   Communicate directly with employees and former employees regarding administrative processes and requirements
Provide clear instructions for documentation completion and process steps
Coordinate submission, tracking, and follow-up of required documentation
Share completed documentation with HR and Payroll and confirm process completion
Follow up on outstanding items to ensure closure of administrative processes
Employee Lifecycle Support (Separation & Asset Recovery)   Support end-to-end coordination of employee separation documentation, including sending, tracking, and receiving signed documents
Guide employees through documentation requirements to ensure compliance and timely completion
Generate shipping guides and coordinate return of signed documents and company equipment
Track progress of each case and provide regular updates to HR
Report and document issues such as delays, non-responsiveness, or incomplete documentation
Notify Payroll once requirements are met to support timely release of final payments
Follow up with former employees to confirm completion of payments and support case closure

Who we are:

Lead Venture is the market-leading SaaS provider of digital retailing, eCommerce, digital marketing and eCatalog solutions for dealerships across 12 industry verticals including powersports, marine, RV, pre-owned auto, agriculture and more. Our family of brands includes Dealer Spike, Dealer Car Search, Frazer, Net Driven, Direct Communications, Inc. (DCi), Powersports Support, Level 5, PSM Marketing, Monroney Labels, and Interact RV. We are an international company with offices located in the United States, Mexico (Lead Venture MX), Belize (Dealer Spike Belize), India and The Netherlands.

Together, we are Lead Venture.
Lead Venture provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law…