Westbrook Partners
Parttime Administrative Assistant (Palm Beach Gardens)
Westbrook Partners, Palm Beach Gardens, Florida, United States, 33418
The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role.
Location : This position is part-time and will be located on-site at the Palm Beach Gardens headquarters.
Work Schedule:
Monday-Friday, 5 hours per day, excluding 30-minute lunch. Shift starts at 9:00am.
Responsibilities Assist office of approximately 30 employees Answer all general incoming calls Point of contact for all guests, building management, deliveries, and vendors Manage server tapes and office equipment
copier, postage meter (and assist New York I.T. team remotely as needed) Manage office supplies and toner inventory, and purchase as needed. May require travel to pick up items if online delivery cannot be completed timely Manage kitchen supplies for the office on a weekly basis Sort and distribute incoming mail, as well as scan all invoices to appropriate contacts for approval, prior to sending to Accounts Payable Mail out of weekly payables via USPS and FedEx Mail out of bi-weekly payables via USPS and FedEx as needed Prepare outgoing FedEx packages as needed Prepare certified mailings and retain copies of notices and returns for Tax group Order business cards for employees Coordinate with Iron Mountain for storage and shredding needs Manage inspections (Security101, server room AC, fire marshal, etc.) Order lunch for the office twice weekly and for other meetings as needed. May entail traveling to pick up lunch orders Create bank deposits and take them to the bank Monthly AMEX statements distribution Preparation of us employee expense reports (up to 10 individuals) Events Coordination Collaborate with the IT department for all Florida new hire setup and office IT needs Other tasks as assigned by management
Qualifications Bachelor's degree or equivalent experience Strong interpersonal, customer service and communication skills Ability to multitask Experience with Concur expense and travel management software a plus Proficient in Microsoft Office suite Must have reliable transportation
Location : This position is part-time and will be located on-site at the Palm Beach Gardens headquarters.
Work Schedule:
Monday-Friday, 5 hours per day, excluding 30-minute lunch. Shift starts at 9:00am.
Responsibilities Assist office of approximately 30 employees Answer all general incoming calls Point of contact for all guests, building management, deliveries, and vendors Manage server tapes and office equipment
copier, postage meter (and assist New York I.T. team remotely as needed) Manage office supplies and toner inventory, and purchase as needed. May require travel to pick up items if online delivery cannot be completed timely Manage kitchen supplies for the office on a weekly basis Sort and distribute incoming mail, as well as scan all invoices to appropriate contacts for approval, prior to sending to Accounts Payable Mail out of weekly payables via USPS and FedEx Mail out of bi-weekly payables via USPS and FedEx as needed Prepare outgoing FedEx packages as needed Prepare certified mailings and retain copies of notices and returns for Tax group Order business cards for employees Coordinate with Iron Mountain for storage and shredding needs Manage inspections (Security101, server room AC, fire marshal, etc.) Order lunch for the office twice weekly and for other meetings as needed. May entail traveling to pick up lunch orders Create bank deposits and take them to the bank Monthly AMEX statements distribution Preparation of us employee expense reports (up to 10 individuals) Events Coordination Collaborate with the IT department for all Florida new hire setup and office IT needs Other tasks as assigned by management
Qualifications Bachelor's degree or equivalent experience Strong interpersonal, customer service and communication skills Ability to multitask Experience with Concur expense and travel management software a plus Proficient in Microsoft Office suite Must have reliable transportation