Job Summary
We are seeking an organized and proactive Remote Office/Personal Assistant to join our team! The ideal candidate will be detail oriented, tech savvy, and possess excellent interpesonal skills to handle a variety of tasks including calendar management, bill tracking, and client communication. Tou will be stepping into a role with many hats to keeps things running smoothly. This position is fully remote.
Responsibilities
- Create and maintain a comprehensive calendar of due dates, renewals, deadlines, recurring transactions, and important events.
- Set reminders to follow up as needed for information, to maintain relationships, etc.
- Monitor tax filings and payments due, including quarterly sales tax, annual returns, etc.
- Monitor vehicle fleet for registration renewals, inspections, maintenance, oil changes, insurance, and parking tickets.
- Track bills using QuickBooks and monitor due dates.
- Review and pay bills by credit card and ACH from different accounts and save confirmations.
- Remind clients of upcoming unpaid bills, overdue payments, and send monthly statements.
- Track invoices that are overdue beyond 30, 60, 90, and 120 days, and follow up accordingly.
- Communicate with clients, vendors, and agencies via phone and email.
- Organize information in a spreadsheet and/or Monday board.
- Save and organize contacts.
- Open, scan, rename, and digitally organize files in Dropbox.
- Review incoming scanned mail and flag for urgency and action items.
- Interface with city and (NY and FL) state agencies such as the Department of Buildings (DOB), DMV, Department of Finance (DOF), and others as needed.
- Book appointments, make reservations and register for events as needed.
- Send professional emails, follow up on responses, and gather additional information as required.
- Prepare and complete paperwork, including filling out PDF forms accurately.
- Use cloud based software including Outlook, DropBox, QuickBooks Online, and Microsoft Office Suite.
Qualifications
- Strong organizational skills, excellent communication skills, and a good attitude.
- Knowledge of Mac computers and comfortable using different platforms and tools.
- Ability to work well independently, handle multiple tasks and prioritize efficiently.
- Familiarity with basic accounting principles.
- Familiarity with the construction industry, or trades such as plumbing or HVAC preferred but not required.
This is a remote position.
— Sarah J.
·
Marketing Manager
★★★★★
Verified
