Parttime Administrative Assistant Job at Westbrook Partners, Palm Beach Gardens, FL

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  • Westbrook Partners
  • Palm Beach Gardens, FL

Job Description

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

Job Tags

Work at office, Remote work, Monday to Friday,

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