Administrative Assistant

Overview :

We are seeking a highly organized and detail-oriented individual to join our team as an Administrative and Accounting Support Specialist.

This hybrid role offers a blend of remote and on-site work, with Tuesday-Thursday spent in our Dallas office and Monday & Friday offering remote flexibility.

You will provide crucial support across various departments, including administration, accounting, and event planning

Responsibilities :

• Reporting continuing education units and sending out certificates to participants
• Reporting Contractor Crew Pack usage to sales and other appropriate parties
• Ordering business cards and other office print materials
• Organizing physical assets and processing into digital assets as necessary
• Assisting with other projects, as necessary
• Procuring and managing contact lists from Sales for certain promotions

Accounting

• Researching vendor payment status inquiries.
• Providing coding for "no charge" materials ordered for Marketing purposes.
• Setting up new vendors in Peoplesoft
• Processing membership applications and renewals

Event Support

• Inventory updating of all trade show equipment.
• Tracking down "missing" trade show equipment
• Assistance with handwork associated with upcoming shows.
• Logging continuing education units with the AIA for lunch and learn attendees.
• Ordering promotional items as necessary
• Procuring and managing invitation and attendee lists from Sales
• Managing customer travel arrangements, including but not limited to hotel room blocks, flights, and ground transportation, for events

Qualifications :

• Proficiency in Google Suite (Docs, Sheets) is required.
• Familiarity with accounts payable (AP) concepts is required.
• Experience with Coupa, Carta, and Peoplesoft is a plus.
• Stringent attention to detail is essential.
• Ability to follow instructions and work independently is crucial.
• Excellent written and verbal communication skills are necessary.

Desired Skills :

• Experience maintaining documentation and following up for clients in Peoplesoft is a plus.
• Previous accounting experience (accounts receivable / payable, billing, payroll) is desired, but we are willing to train the right candidate.
30+ days ago