Remote Office/Personal Assistant (Fully Remote)DJH MECHANICAL CORP • New York, NY, US

Remote Office / Personal Assistant (Fully Remote)

DJH MECHANICAL CORP • New York, NY, US

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Job Description

Benefits :

Flexible schedule
Opportunity for advancement

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.

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