Executive Administrative Assistant

The administrative assistant is the first person in charge of greeting the customers/ co-workers and vendors by:

• Answering the phone calls
• Greeting guests & reception area
• Introduce yourself to people as they walk through the door.
• Ask who they come to see.
• Call the person they are visiting to make them aware of their arrival.
• Offer something to drink.
• If you were given previous notice, set up their name on the screen.
• Have conference room snacks/drinks ready for visitors (clients, executives, etc.)
• Make sure you ask if they need us to order lunch for them.
• If the person comes to complete an employment application:
  Provide an application depending on the language they prefer (English/ Spanish).
• Make sure the application is complete (Good contact number, employment history, signed and date).
• Submit applications to HR department.
• Assure all visitors that will access the warehouse have the safety vest on.

• Maintain well-kept reception area- free of trash/ old newspapers & magazines.
• Make sure there is always a seat available for all visitors.
• The front TV screens should be turned on every day
• Clean the conference room after visits and meetings.
• If there are guest, add their name to the “Welcome” screen in the lobby

Breakroom or Coffee Bar

• Maintain stock of:

a. Coffee/ Coffee filters/ Sugar/ Tea/ Soda/ Napkins/ Paper towels/ Creamer for coffee/ K-cup coffee/ Dish soap/ Cleaning wipes/ Spoons/ Forks

• Put coffee to brew if there is no more and it is before 10 am.
• Keep the office area clean throughout the day. Make sure there is no trash, and the conference room is clean.

Supply Room

• Maintain stock of office supplies:

a. Copy paper/ Envelopes (private tinting)/ Letter size envelopes/ Pens/ Pencils/ Staplers/ Tape/ Manila folders/ Employee folders/ Binders/ Dividers etc.

• Maintain an inventory and stock of cleaning supplies.

a. Submit the order for all cleaning and coffee supplies 3-5 days before the end of the month.

Clerical Support

• Sort mail, separate mail, by Project Manager, open all letters that contain bills or invoices and send them to the Accounts Payable department.
• Checks received must be scan and deposited to corresponding bank account and email must be sent to the corresponding accounting department.
• Shred confidential paperwork that’s no longer needed.
• Mail any documents requested, including but not limited to, checks.
• Create Fed Ex / USPS shipments
• Check printer/ scan machine and deliver documents to whom they belong and make sure it has paper to print.
• Any other miscellaneous office task may be asked to assist spontaneously .
• Yearly Task:
  By the end of the year files for current year must be placed on boxes to be stored. Boxes must be correctly identified and label.
• Expense reports given must be scanned and submitted to AP department to assure reimbursement.
• When signatures on documents are requested from any other department documents must be printed and scanned back.

Lunch

• Decide what restaurant you are getting food from.
• Place the order: online/ on the phone/ in person.
• Receive food delivery or pick up food
• There will be occasions when it will be necessary to arrange for food pick up.
• Set the table (divide the lunch and make a note for the staff to identify their meals)
• Make sure the kitchen remains clean.

Accounting assistance

• Once invoices are scan, some invoices will be paid online.
• If invoices are not received via mail, one must be request invoices from vendor via phone or email.
• Printing checks once a week or as requested

• Maintain a record on file for all checks and submit all checks to Accounting department.
• Make sure all checks have been previously authorized. If not, authorization must be requested.
• Check back up copies must be filed.

• At times, assistance for accounting to request banking information for vendors to process payment of invoices.
• Credit card statements must be scanned and uploaded to accounting server after will have to be filed.
• Bank statements must be scanned and uploaded after will also be filed.
• Once checks have been signed must be sent out via mail.
• Make sure checks are always stocked and once noted that we are running low must re-order on a timely basis since checks are custom made and take 3 months to be received.
• Checks for loans must be overview for them to be paid on time.

VII. HR:

Payroll

• Process payroll according to schedule.
• Changes and / or modifications submitted by HR Department must be done as requested to ensure that they are processed correctly and in a timely manner.
• Payroll for clients must be separated from IMS payroll thru excel spreadsheet and submitted to CXC department to ensure customer is invoiced properly.
• All paystubs must be uploaded to HR Server separately per department.
• Payroll sheets and PTO work sheets must be filed on Payroll binder.
• Physical paystubs received must be given to HR by Friday morning or upon arrival.
• Request Funds from treasurer department per entity on a timely basis.

Medical Insurance monthly:

• Retrieve medical invoices for all employees once available on portal.
• Sort invoice on Excel…