Operations Assistant
Recovery Networks - Philadelphia, PA

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Job Description: PT/FT Operations Administrator

Position Brief: Position will be a combination of traditional roles (Administrative Assistant, Office Manager, Bookkeeper) as required by the organization and staff. The position will be Part-Time requiring approximately 20-25 hours per week, initially. The opportunity for this to become a Full Time position exists as the individual is able to take on more and more responsibilities (e.g. marketing assistance, sales assistance, etc.)

Company Brief: We are a small technology services company located in the Philadelphia Navy Yard. We expect all employees to contribute to all aspects of the organization as much as they can – in both a support role as well as an analyst role whereby everyone can have input into all aspects of the organization. As such, we have identified this as a Part Time position but will increase hours as much as the person is able to manage. We are also open to “job sharing” between multiple people.

Reports to: Directly reports to CEO though is responsible for supporting and working with the entire staff

Administrative Responsibilities:

  • Managing Payroll, Benefits, and necessary paperwork associated therewith
  • Maintain Personnel records and compliance
  • Support various ad hoc projects requiring independent research
  • File standard paperwork required for Federal, State and City reporting
  • Reviews employee expenses
  • Supports outside vendor relationships (401k, benefits administration, hardware/software suppliers, etc.)
  • Coordinate company outings
  • Plan/Schedule marketing events

Bookkeeping Responsibilities:

  • Manage the Invoicing process to ensure accurate billing
  • Maintains/Modifies Chart of Accounts to properly depict business operations
  • Provide regular financial reports (via Quickbooks and Excel)
  • Preparation and analysis for Tax Accountant review
  • Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
  • Reconciliation of accounts
  • Assist with annual budgeting; scheduling expenditures; analyzing variances; initiating corrective actions

Marketing Possibilities:

  • Assist with email campaigns
  • Assist with developing marketing brochures
  • Perform “creative” tasks associated with website, brochures, email campaigns, etc.
  • Provide creative writing for marketing/sales brochures
  • Provide content for blogs, Twitter, Linked-In and other social media outlets

Skills/Qualifications:

  • Computer Skills: Strong knowledge of Microsoft Office products, in particular, Word and Excel. Excellent understanding of Quickbooks and general accounting methods.
  • Qualitative Attributes: Must fit into a team atmosphere and be a team player; must be able to work independently; must be analytical and innovative with good problem solving skills; must have excellent verbal and written communication abilities; must maintain a high level of confidentiality; must have an attention to detail.