Administrative Assistant, Bookkeeper

• Sort, distribute, and log incoming daily mail and packages
• Maintain organized filing systems (physical and digital)
• Order and manage office supplies and equipment
• Provide general clerical support, including photocopying, scanning, and data entry
• Management support for vendors and contracts including drafting, expediting signature and approval process, ensuring compliance with contract requirements, monitoring expiration dates, corresponding with vendor as needed
• Create spreadsheets, draft documents and presentations
• Support corporate office reception as needed
• Vendor compliance, setup and processing of invoices, ensure accuracy and appropriate approvals
• Code and enter invoices into the accounting/finance system
• Reconcile statements and resolve discrepancies with vendors
• Assist with check requests, payment batches, and expense reports
• Maintain organized AP records for audit, accruals, and reporting purposes
• Daily PARC's System Reconciliations, Includes DCR, Updates parking data, Monthly parkers AR and AP. Daily/Monthly Revenue, Validations, Counts, General Totals By facility reports reconciliation
• Data parking revenue entries, new and existing monthly parker reconciliation.
• Manage and coordinate calendars for department leadership
• Schedule meetings, appointments, and conference calls, resolving conflicts as needed
• Arrange logistics for meetings (rooms, materials, virtual links)
• Capture meeting minutes, send reminders and follow up on action items
• Draft, proofread, and distribute daily correspondence (emails, memos, letters)
• Respond to routine inquiries from internal staff and external vendors/clients
• Maintain a professional, courteous tone in all communications
• Track and follow up on outstanding correspondence items

• High school diploma required;
  Associate degree preferred
• 1-3 years of administrative or clerical experience (parking, facilities, or transportation industry a plus)
• Proficiency in Microsoft Office (Outlook, Word, Excel) and accounting/AP software
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple priorities and meet deadlines
• Discretion in handling confidential financial and administrative information

Demonstrates proficiency in administrative support, including managing office supplies, vendor compliance, and financial record-keeping. Strong organizational and communication skills are essential for coordinating schedules and maintaining professional correspondence.

• Microsoft Office Proficiency
• Accounting/AP Software Experience
• Organizational Skills
• Written and Verbal Communication Skills
• Administrative Experience

• Data Entry
• Invoice Processing
• Document Drafting
• Spreadsheet Creation
• Filing System Management
• Reconciliation
• Meeting Coordination
• Vendor Management
• Expense Reporting
• Calendar Management

• Attention to Detail
• Discretion
• Professional Communication
• Multitasking
• Problem-Solving

• High School Diploma
• Associate Degree (Preferred)

• Administrative Support
• Clerical Experience
• Vendor Compliance
• Facilities Management
• Transportation Industry

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• PARC's System
• Accounting Software