Office Assistant parttime

COMPANY OVERVIEW

PSTrax is one of the fastest growing software companies in the public service industry. We are a SaaS solution helping First Responders with their operations checks by offering safer and more efficient rig and inventory tracking. We help automate and streamline the operational aspects of our clients’ jobs – saving agencies, on average, 700% in time and cost savings in the first year alone.

The Office Assistant's primary responsibility is to ensure smooth operations within the office and perform admin tasks for the leadership team. This entails a diverse range of daily tasks, such as handling mail, organizing meetings, managing daily bank deposits, sending welcome packages to new hires and clients, scheduling appointments, arranging company events and parties, facilitating travel arrangements for team members, and occasionally assisting with other finance processes.

This role is expected to be in the office 20-25 hours per week. Remote work is not available.

• Provide administrative support to various departments (primarily the Executive, Finance and Marketing teams) within the company, including but not limited to scheduling meetings, managing calendars, and handling correspondence.
• Assist in planning and coordinating company events, such as team meetings, trainings, and social gatherings.
• Assist in shipping trade show collateral making travel arrangements for employees, including booking flights, hotels, and transportation as needed.
• Help with logistics for events and trade shows, including registration, coordinating logistics, and shipping marketing materials.
• Assist in onboarding new employees and customers, including preparing and shipping welcome kits.
• Assist in maintaining office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies.
• Greet and assist visitors, answer and direct phone calls, and manage the company's main email account.
• Ensure the office area is tidy and presentable, with all necessary stationery and material (e.g., brochures, promotional material).
• Provide support to various departments on special projects as needed, such as research, data analysis, or presentation preparation.
• Complete daily bank deposits using a check reader and maintain organized records for seamless reconciliation when necessary.
• Request Certificate of Insurance from insurance providers upon customer requests, ensuring compliance with contractual obligations.
• Occasionally assist with other finance processes including setting up vendor portals, processing credit card payments, helping manage accounts receivables, and creating invoices.

• GED or equivalent professional experience needed.
• Start-up and prior B2B SaaS industry experience a plus.
• Passion for working with customers including a drive to respond quickly to customer questions.
• Solid understanding of accounts receivable tracking.
• Strong understanding of knowing when urgency is needed to ensure past due AR balances remain low.
• Organized self-starter who can work independently and as part of a team.
• Proven ability to take initiative, problem-solve, and adapt to change.
• Proficiency in the Microsoft Office Suite, Zoom and Dropbox.
• Experience with Quick Books and Hub Spot a plus.
• Ability to multitask and prioritize tasks effectively.
• Effective communication and interpersonal skills.
• Strong attention to detail and accuracy.
• Excellent organizational and time management skills.

PSTrax was founded in 2009. Our headquarters is in Littleton, Colorado, and we thrive by having a mix of local and remote employees. We are proud to be a founder-operated, majority investment backed company with a top-down focus on a culture of support, collaboration, and a healthy work-life balance for our team members.

Our six core values include: