Basic Information

Job Category: Administrative/Office

Location: Tampa, Florida, United States

Date published: 14-Jul-2022

Job type: Full Time

Description and Requirements

About the role

Administrative Assistant

Green Light LED is currently seeking an experienced Administrative Assistant to join our team in Tampa, Florida (33634).

Job Summary:
The Administrative Assistant will be responsible to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities. Administrative Assistant responsibilities include making travel and meeting arrangements, preparing reports, and maintaining appropriate filing systems. 

This position is primarily responsible for assisting the Financial & Admin Manager with Administration, Human Resources, and Accounting by performing the following duties.

Duties and Responsibilities:
Core duties and responsibilities include the following. Other duties may be assigned by management.

  • Operates office equipment such as fax machines, copiers, and phone systems, and uses computers for spreadsheet, word processing, database management, accounts payable and receivable and other applications.
  • Filters and distributes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer. Answers routine letters and prepares outgoing mail as directed.
  • Orders and maintains office supplies and arranges for equipment maintenance. Records orders for merchandise or service.
  • Completes forms in accordance with company procedures.
  • Organizes and maintains paper and electronic file system, and files correspondence and other records or material.
  • Reviews work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
  • Coordinates manager's schedule and makes appointments.
  • Makes copies of correspondence or other printed materials.
  • Prepares outgoing mail and correspondence, including e-mail and faxes.
  • Train new order processors on all QuickBooks transactions
Human Resources:
  • Prepares all new hire paperwork and onboarding tasks
  • Creates, organizes, maintains Employee Files
  • Prepares weekly Payroll for submission
  • Assists Employees with PTO, Timeclock, and other HR related questions
  • Accounts Receivable: Prepares, issues, and sends receipts, bills, policies, invoices, credit memos, and statements. Collects payments through online portals. Receives, counts, and pays out cash.
  • Accounts Payable: Pays certain vendors with Company credit card
  • Tabulates and posts data in record books.
  • Reconciliation of Company credit card
Education and Experience:
  • Minimum 3 years of accounting and 2 years of HR experience is preferred.
  • High school or GED is required.
  • Accounting and accounts receivables experience is a plus.
  • Notary experience is a plus.
  • Proficiency using MS Excel, Quickbooks, MS Office, MS Word, and Adobe Acrobat.
  • Experience as a Secretary or Executive Administrative Assistant is a plus.
Skills and Abilities:
  • Proven experience as an administrative assistant or office admin assistant
  • Knowledge of office management systems and procedures
  • Working knowledge of office equipment, like printers and fax machines
  • Excellent time management skills and the ability to prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational skills with the ability to multi-task.
Compensation and Benefits:
  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Employee assistance program
  • Employee discount
  • Health insurance
  • Paid time off
  • Vision insurance
Please submit your resume via the ‘Apply now’ button!
We are an Equal Opportunity Employer!