Position Summary

The Administrative Assistant supports daily office operations by managing administrative tasks, communication, invoice processing, payment tracking, documentation control, and compliance uploads. This role ensures that office processes run efficiently while maintaining accuracy, organization, and audit-ready documentation.

Key Responsibilities

1. Office Administration & Support

• Provide administrative support to management and staff 
• Maintain organized filing systems (digital and physical) 
• Perform data entry and maintain accurate databases and spreadsheets 
• Assistwith document preparation, formatting, and internal reporting 
• Support implementation and adherence to company procedures and protocols 

2. Communication & Front Office Support

• Answer and direct phone calls and emails professionally 
• Greet andassistvisitors, clients, and staff 
• Serve as a point of contact for general inquiries 
• Communicate effectively with employees, leadership, and external parties 
• Maintain a professional and helpful presence in the workplace 

3. Invoice Processing & Uploads

• Upload and enter invoices into Sage or designated systems 
• Verify invoice accuracy, coding (Class ID, Department, Location), and supporting documentation 
• Ensure invoices are complete before submission 
• Maintain organized invoice records 
• Assist in resolving invoice discrepancies 

4. Payment Tracking

• Track invoice status from submission through payment 
• Maintain logs of pending, approved, and paid invoices 
• Follow up with accounting on outstanding payments 
• Ensure no invoices are lost, delayed, or unaccounted for 

5. Documentation Control

• Maintain structured and organized document storage systems 
• Ensure all records are properlylabeled, complete, and retrievable
• Maintain version control and consistency across documentation 
• Ensure all filesare audit-ready at all times

6. Compliance Uploads & Expiration Tracking

• Upload compliance-related documents (licenses, COIs, permits, etc.) 
• Maintainaccuratelogs of compliance documents 
• Trackexpirationdates and flag upcoming deadlines 
• Ensure documents are complete andproperly stored
• No responsibility for compliance decisions beyond tracking and uploading

7. Calendar & Scheduling Management

• Maintain calendars for management and team coordination 
• Schedule meetings, appointments, and reminders 
• Coordinate meetinglogisticsand communications