Overview
Administrative Assistant Jobs in Burlington, NJ at Delta Paper
Job Overview
FGA (Fergus Garber Architects) is an open, collegial studio of motivated, thoughtful, and creative people. The ideal candidate will have a strong service orientation and willingness to take responsibility for improving processes and streamlining office operations. They should be comfortable working with accounting functions such as Accounts Payable, processing expenses, and maintaining accounts in Quickbooks. Able to exhibit high empathy and trust and engage their workmates with joy and curiosity. This position is integral to our operations and sustaining our professional, high-touch, service-oriented culture. Our business depends on professional interactions with our staff, customers, and vendors.
Seeking a responsible, energetic, curious, and highly organized individual with excellent people skills to join our fun, energetic, active office, working with 20+ professionals in a thoughtful and congenial setting. This is an in-office position. The position is 24-30 hours per week minimum, with the opportunity to become full-time.
Duties
Manage daily office operations, ensuring smooth workflow and efficiency.
Develop and implement training programs for staff development.
Oversee clerical tasks, including filing, data entry, and document management.
Maintain organized records and files to ensure easy access to information.
Handle payroll processing and ensure accurate employee records.
Provide support in human resources functions, including recruitment and onboarding.
Exhibit excellent phone etiquette while managing incoming calls and inquiries.
Collaborate with team members to enhance office procedures and policies.
Assist in managing budgets and office supplies inventory.
Detailed Responsibilities:
Review and approve employee time entries for missing or erroneous entries, trends, and exceptions.
Work with spreadsheets, including employee hours and billings.
Generate monthly customer invoices based on individual employee time entries and pass-through expenses. After obtaining reviews and approvals, send invoices to clients.
Continuously monitor accounts receivable and follow up on outstanding balances, including maintaining cordial and effective customer relationships and informing internal management of any questions or concerns. Proactively recognize and adjust for potential issues.
Run hourly and salary payrolls twice monthly.
Audit Employee Travel Expense reports and receipts.
Ensure proper approvals and documentation are in place before processing.
Scan and upload vendor invoices to pay and electronically file or use paper files.
Ensure there is evidence of appropriate approvals.
Print checks and acquire the authorized signature.
Enter company credit card transactions, compile receipts, and reconcile.
Collect W9s from all new vendors; prepare and issue 1099s at year-end.
Maintain Financial and Human Resource files.
Filing and recordkeeping and other financial or administrative duties as required.
Administrative support to the Principal of Finance & the Partners.
Help manage and prioritize executives’ calendars, including scheduling meetings and resolving scheduling conflicts with internal and external parties.
Assist with a variety of administrative support for day-to-day office operations.
Annually: Work with our insurance brokers for Liability and Property Insurance to ensure timely filing of applications. Requires fact-gathering and working closely with management to use up-to-date and comprehensive information.
Interface with Tax CPAs, including timely coordination of files for tax returns.
Human Resource responsibilities include maintaining files, coordinating hiring, onboarding new employees, managing employee benefits, and overseeing the annual review process. This position also manages handbook changes, benefits administration and oversight, and employee questions and communications.
Support Partner requests for project financials in spreadsheet form.
Compile employee hourly data in spreadsheet form as requested.
Reoccuring population of hourly and cost data into project spreadsheets.
Manage office providers: janitorial, exterior maintenance & landscaping, and repair professionals/companies.
Coordinate and execute booking travel arrangements for annual firm trips and occasional travel needs for office personnel.
Purchase and maintain a reasonable inventory of supplies for the office, kitchen, and snack cabinet. Maintain office plants.
Coordinate, order, and manage weekly office lunch meetings and social and marketing events as needed.
Qualifications
BS or BA undergraduate degree preferred or AA or AS and equivalent work experience.
Minimum 6 to 10 years working in a professional environment, including at least 5 years performing basic accounting functions as an element of your position.
Proven experience in office management or a similar role is preferred.
Strong organizational skills with the ability to prioritize tasks effectively.
Excellent communication skills, both verbal and written.
Ability to work independently as well as part of a team.
Experience with payroll systems is advantageous.
A proactive approach to problem-solving and decision-making.
Job Type: Part-time
Pay: $30.00 – $45.00 per hour
Expected hours: 24 – 30 per week
Benefits:
Paid time off
Schedule:
Monday to Friday
No nights
No weekends
Ability to Relocate:
Palo Alto, CA 94301: Relocate before starting work (Required)
Work Location: In person
Title: Administrative Assistant
Company: Delta Paper
Location: Burlington, NJ
