Office Assistant
Office Assistant
The position reports to the Office Manager
Responsibilities:
The position of office assistant is extremely important to the success of SMA business. The position requires a person with excellent organizational, written, and interpersonal communication skills with the ability to multitask.
The following outlines the duties of Office Assistant
General Duties
- Answer phones – It is our opinion that having a person available to answer phones when people do not wish to use voice mail is extremely important to maintaining a professional image to our firm.
- Maintain and order office supplies.
- Set up and maintain client project files.
- Typing transmittals, letters, and general correspondence, etc.
- Ensure the security, accessibility, and proper distribution of organizational documents.
Invoice/Payments
- Assist partners/project managers in developing and issuing monthly invoices.
- Organize and track reimbursable expenses.
Proposal/Project Award
- Ensure hard copies of proposals are logged in sales pipeline database.
- Initiate a project number when awarded and update the log to reflect this.
- Maintain current project data in BillQuick.
Timesheets
- Print out weekly timesheets and maintain file.
- Forward copies to payroll provider by close of business on Monday of payroll weeks.
Software
- Having working knowledge of Microsoft office software package with an emphasis on Word, Excel, Power Point, and access.
- Ability to create PDF’s with Adobe Acrobat
- Learn in house billing software (BillQuick).
If you are ready for the responsibilities and opportunities of a progressive and growing consulting firm, you are encouraged to respond by providing a resume outlining your experience and qualifications to: khein@smithmiller.net