Administrative Assistant

Job Description

The Corporate Administrative Assistant supports daily office operations by managing accounts payable processes, maintaining vendor and municipal payments, coordinating fleet-related administrative tasks, and assisting with general office support. This role helps ensure financial records, billing, and operational documentation are organized and processed accurately.

• Process accounts payable and accounts receivable transactions.
• Maintain and reconcile company credit card charges and payments in Evosus.
• Process and track monthly company bills to ensure timely payment.
• Manage departmental breakdowns for shared expenses such as phone bills.
• Maintain accurate financial documentation and filing systems.

• Process and record payments for excise taxes, personal property taxes, and municipal water/sewer bills.
• Match tax bills with the appropriate company vehicles and maintain accurate documentation.
• Maintain and update property tax spreadsheets for company assets.
• Ensure all payments are submitted through the appropriate online municipal systems.

• Assist with truck registration documentation and maintain vehicle records.
• Support coordination of truck maintenance scheduling and documentation.
• Maintain organized records for company vehicles and related expenses.

• Review monthly vendor invoices, including dumpster and recycling services, to ensure accurate billing.
• Assist with vendor coordination and seasonal service adjustments as needed.
• Maintain records of vendor agreements and service arrangements.

• Process and print service orders for weekly, bi-weekly, monthly maintenance, and seasonal pool openings and closings.
• Maintain documentation related to manufacturer and vendor warranties.
• Assist customer service representatives, operations administrators, and office staff with overflow administrative tasks.
• Maintain organization and cleanliness of the office environment.
• Run errands and support special projects as needed.

• 9 paid holidays
• Paid vacation and sick time
• Employer-matched 401(k)
• Employer-paid life insurance
• Optional supplemental life insurance
• Medical, dental, and vision insurance plans

We are proud to be an Equal Opportunity Employer and are committed to fostering a diverse, equitable, and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other protected characteristic.