Job Summary:
We are a dynamic marketing agency that specializes in trade shows and corporate events. We are seeking a detail-oriented and highly organized Part-Time Remote Administrative Assistant/Bookkeeper to join our growing marketing agency. In this role, you will support us with the day-to-day financial transactions, including invoicing, accounts payable and receivable, and bank reconciliations, as well as administrative support activities. The ideal candidate will have experience working with cloud-based accounting software. This is a 20-hour per week remote position with a set schedule during business hours that offers the opportunity to work independently while contributing to efforts of a creative, fast-paced team.
Administrative Support:
- Provide general administrative support to the management team and project leads, including scheduling meetings, managing calendars, coordinating travel, and preparing documents and presentations.
- Internal support to Managing Director to facilitate on-site projects, such as coordinating restaurant/Open Table reservations, and researching local solutions for onsite team.
- Act as a point of contact for clients, responding to inquiries, scheduling appointments, and ensuring excellent client service.
- Manage company inbox to make sure important messages aren't missed.
- Maintain client and vendor databases, ensure proper documentation of contracts, proposals, and other key materials, and assist in the management of billing and invoicing processes.
- Assist in providing customer service to by helping to improve the customer experience with customer outreach.
- Handle other administrative tasks as required to support the day-to-day operations of the agency.
Bookkeeping:
Accounts Payable:
- Manage and track invoices, ensure timely payments to vendors.
- Reconcile monthly bank statements with financial records, ensuring all transactions are accounted for and discrepancies are resolved.
- Use cloud-based accounting software (QuickBooks) to record and manage financial transactions.
- Monitor agency expenses, ensuring that budgets are adhered to and flagging any discrepancies or overages.
Accounts Receivable:
- Follow up on outstanding receivables from clients and ensure timely collections.
- Assist with preparing and tracking invoices, expense reports, and billing for clients and vendors.
Proposal Development:
- Provide support in building Scope of Work, proposal templates, and other administrative tasks for clients.
- Build estimates in Quickbooks to support proposal documents.
Project & Event Support:
- Help with the preparation of project timelines, deliverables, and reports, ensuring that all materials are on track for client and internal team deadlines.
- Assist with planning and executing internal and external events, such as team meetings and client events.
- Assist in reconciling event budgets and financial reports to ensure costs align with project scopes.
- Assist in adding client events to calendars and making sure they are shared across platforms.
Qualifications:
- Proven experience as a bookkeeper or in a related role.
- Software proficiency in Microsoft Office, Quickbooks Online and Google Apps (Sheets, Docs). Certified in QBO preferred.
- Software proficiency in Zoom, Microsoft Teams, and/or Google Meet.
- Attention to Detail: A keen eye for detail and a commitment to accuracy in both financial and event planning tasks.
- Excellent attitude with an extraordinary client service orientation and effective communication skills to interact with clients and internal team members.
- Strong problem-solving abilities and analytical thinking.
- Openminded to new company processes.
- Organization & Time Management: Exceptional multitasking skills and the ability to prioritize tasks effectively in a fast-paced setting.
- Communication: Strong verbal and written communication skills to interact with clients, team members, and vendors with attention to detail and strong grammatical skills
Ideal Candidate Profile:
The ideal candidate is a self-starter who thrives in a collaborative environment, possesses excellent organizational skills, and is comfortable working with both clients and internal teams. This individual will have the ability to manage multiple projects simultaneously and will be an asset to the event management and financial operations of the company.
