Office Administrator / Assistant (Pittsburgh)

We are a fast growing company in the IT support business for regional Pittsburgh based clients. We are hiring a highly motivated, detailed-oriented, team player to join our team as an Office Administrator / Assistant to support the company. This is an opportunity to work for a successful company that is poised for continued growth. Our culture is professional and results driven, yet still fun and exciting.

Duties and Responsibilities

  1. Monthly
    1. Performs month end billing and reconciliation.
      1. Some portions done weekly.
    2. Compile and send monthly reports to clients
  2. Daily
    1. Manages Procurement – Quoting, Ordering, Renewals, Tracking, Client Communications
    2. Reviews company mail and responds or files appropriately
    3. Coordinate and maintain technician calendar and schedule (in development)
  3. Weekly
    1. Processes accounts receivable and deposits to bank
    2. Log discussion during meetings, create and update tickets as needed. Prepare metrics for meetings.
    3. Review inventory and order anything needed
    4. Assist with virtual CIO preparation and documents (in development)
    5. Checks and follows up with overdue invoices
    6. Confirm completeness of checklists
  4. Yearly
    1. Check ISP offering for clients to see if they can get better service.
    2. Send client Christmas gifts
  5. As Needed
    1. Performs maintenance of information in company applications
    2. May be asked to do onsite work at a client location for various defined tasks
    3. Maintain office supplies
    4. Develop culture and team building events
    5. Manage employee benefits such as healthcare and retirement
    6. Assist with sales materials and process
    7. Draft documents
    8. Assist with the various administrative functions of service delivery processes.
    9. Assist with marketing efforts.
    10. Move documentation and procedures into new platform (in development)

Skills, Knowledge and Abilities

4-year college degree in Advertising, Marketing, Public Relations, Business Administration, Journalism, Hospitality and Management, English or related area.

Two (2) years of experience in a related position

Superior verbal communication skills, including the ability to listen and communicate with clients.
Excellent written communication skills.
Fast typing proficiency.
Accounting knowledge
Ability to develop rapport, good interpersonal skills
Skills in problem-solving and critical thinking
Skills in customer service
Attention to detail and a dedication to providing quality service
Analytical skills
Self-starter, self-motivated with the ability to work with minimal supervision
Skills in time management
Good planning and organizational skills
A sense of urgency
Ability to demonstrate creativity, initiative, and problem-solving skills
Confidentiality
Strong computer expertise, especially in Office applications and web use
Good driving record

Please go to http://www.houkconsultingllc.com/careers to apply.