i-Tech Support
Position : Administrative Assistant
Position Type : Full Time Exempt, Salaried Employee
Reports to : Senior Administrative Coordinator
Location : Onsite, Ocoee, FL
Key Responsibilities Front Desk & Office Administration
Greet visitors including customers and vendors, ensuring a professional and welcoming environment
Answer incoming phone calls and route or track calls as needed
Perform general office duties as needed, including copying, scanning, filing, and shredding
Maintain administrative ticket boards and track assigned tasks
Assist with email management and follow-up tasks
Office Supplies, Snacks & Resources
Order and maintain office supplies, restroom supplies, and kitchen items
Order and manage office snacks
Manage water cooler service and supplies
Order company apparel and branded materials
Order business cards for employees
Track petty cash usage
Shipping, Mail & Logistics
Manage incoming and outgoing shipping and mailing
Coordinate internal and external shipments
Track deliveries and ensure proper documentation
Time, Vehicles & Scheduling
Track employee timesheet submittals
Track company vehicle usage and manage reservations as needed
Assist with booking travel for leadership and employees as requested, including:
Hotel reservations
Flight bookings
Events, Culture & Employee Engagement
Track employee birthdays and work anniversaries
Assist with planning and coordinating company events
Process employee recognition and rewards
Accounting & Financial Support (Administrative-Level)
Scan and input checks into the ERP system (Acumatica)
Process miscellaneous accounts payable entries for purchases
Manage monthly recurring payments
Assist with commission and operational reporting
Review and process monthly invoices and billing breakdowns
Support ERP billing tasks, including accounts payable and prorated customer invoices
Monitor and manage the accounts payable inbox
ERP System, Data & Records Management
Create and maintain vendor records in the ERP system
Create and maintain customer records in the ERP system
Manage recurring invoices and billing records
Process certificates of insurance as needed
Maintain renewal tracking and reporting boards
Provide quoting and administrative sales support
Assist with inventory audits and record accuracy
IT, Licensing & Systems Audits (Administrative Coordination)
Assist with Microsoft Office 365 user and license management
Perform recurring system audits and reviews, including:
License and user access audits (monthly and quarterly)
Cloud service usage and storage reviews
Security and authentication reviews
Device count audits
Review invoices related to software, services, and telecommunications
Maintenance, Compliance & Special Processes
Open and track building maintenance and repair requests with property management
Coordinate notary-related needs
Assist with vendor renewal and compliance documentation
Support annual tax-exempt and compliance documentation processes
Track internal workflow milestones related to completed sales and commissions
Assist with employee insurance administration changes and billing reviews
Qualifications
High school diploma or equivalent required; additional administrative training is a plus
Prior experience in an administrative assistant, office coordinator, or operations support role
Proficiency in Microsoft Office (Excel, Word, Outlook); familiarity with Office 365 administration preferred
Experience working with an ERP system such as
Acumatica
is a strong plus
Strong organizational, time management, and multitasking skills
High attention to detail and accuracy
Professional written and verbal communication skills
Ability to handle confidential information with discretion
Work Environment
In-office position in a professional office environment
Routine use of standard office equipment
Light cleaning and basic office upkeep required
Ability to sit, stand, walk, lift light supplies, and perform repetitive administrative tasks
Benefits You will be eligible for immediate enrollment into our benefits program with a lead time that ranges between thirty (30) and sixty (60) days before coverage begins.
Highlights of the current benefits are as follows:
Medical, dental, and vision insurance with competitive plan options
401K plan + employer match + immediate vesting
Employer paid long-term disability insurance + life insurance
22 days off per year (15 days of accrued PTO + 7 paid holidays)
6 weeks paid parental leave
Company issued laptop
Company paid training as necessary
#J-18808-Ljbffr
Position Type : Full Time Exempt, Salaried Employee
Reports to : Senior Administrative Coordinator
Location : Onsite, Ocoee, FL
Key Responsibilities Front Desk & Office Administration
Greet visitors including customers and vendors, ensuring a professional and welcoming environment
Answer incoming phone calls and route or track calls as needed
Perform general office duties as needed, including copying, scanning, filing, and shredding
Maintain administrative ticket boards and track assigned tasks
Assist with email management and follow-up tasks
Office Supplies, Snacks & Resources
Order and maintain office supplies, restroom supplies, and kitchen items
Order and manage office snacks
Manage water cooler service and supplies
Order company apparel and branded materials
Order business cards for employees
Track petty cash usage
Shipping, Mail & Logistics
Manage incoming and outgoing shipping and mailing
Coordinate internal and external shipments
Track deliveries and ensure proper documentation
Time, Vehicles & Scheduling
Track employee timesheet submittals
Track company vehicle usage and manage reservations as needed
Assist with booking travel for leadership and employees as requested, including:
Hotel reservations
Flight bookings
Events, Culture & Employee Engagement
Track employee birthdays and work anniversaries
Assist with planning and coordinating company events
Process employee recognition and rewards
Accounting & Financial Support (Administrative-Level)
Scan and input checks into the ERP system (Acumatica)
Process miscellaneous accounts payable entries for purchases
Manage monthly recurring payments
Assist with commission and operational reporting
Review and process monthly invoices and billing breakdowns
Support ERP billing tasks, including accounts payable and prorated customer invoices
Monitor and manage the accounts payable inbox
ERP System, Data & Records Management
Create and maintain vendor records in the ERP system
Create and maintain customer records in the ERP system
Manage recurring invoices and billing records
Process certificates of insurance as needed
Maintain renewal tracking and reporting boards
Provide quoting and administrative sales support
Assist with inventory audits and record accuracy
IT, Licensing & Systems Audits (Administrative Coordination)
Assist with Microsoft Office 365 user and license management
Perform recurring system audits and reviews, including:
License and user access audits (monthly and quarterly)
Cloud service usage and storage reviews
Security and authentication reviews
Device count audits
Review invoices related to software, services, and telecommunications
Maintenance, Compliance & Special Processes
Open and track building maintenance and repair requests with property management
Coordinate notary-related needs
Assist with vendor renewal and compliance documentation
Support annual tax-exempt and compliance documentation processes
Track internal workflow milestones related to completed sales and commissions
Assist with employee insurance administration changes and billing reviews
Qualifications
High school diploma or equivalent required; additional administrative training is a plus
Prior experience in an administrative assistant, office coordinator, or operations support role
Proficiency in Microsoft Office (Excel, Word, Outlook); familiarity with Office 365 administration preferred
Experience working with an ERP system such as
Acumatica
is a strong plus
Strong organizational, time management, and multitasking skills
High attention to detail and accuracy
Professional written and verbal communication skills
Ability to handle confidential information with discretion
Work Environment
In-office position in a professional office environment
Routine use of standard office equipment
Light cleaning and basic office upkeep required
Ability to sit, stand, walk, lift light supplies, and perform repetitive administrative tasks
Benefits You will be eligible for immediate enrollment into our benefits program with a lead time that ranges between thirty (30) and sixty (60) days before coverage begins.
Highlights of the current benefits are as follows:
Medical, dental, and vision insurance with competitive plan options
401K plan + employer match + immediate vesting
Employer paid long-term disability insurance + life insurance
22 days off per year (15 days of accrued PTO + 7 paid holidays)
6 weeks paid parental leave
Company issued laptop
Company paid training as necessary
#J-18808-Ljbffr