Administrative Assistant

In the VELUX Group, we offer you a world of opportunities and the chance to create a bright future.

From the forefront of the sustainable indoor living industry, we enable those who live, work and play under the roof transform their spaces and live a healthier everyday life with more daylight and fresh air.

The VELUX Group is an international, family-owned business with strong financial roots and each year we are able to create real impact by reinvesting in society, our employees and planet through our foundations.

Alongside the rest of our values, courage and mutual respect define our actions every day and how we wish to contribute to the world.

Position Purpose :

This position will offer support to the Lighthouse Staff including the Manager, Installation Team and all External Customers.

The Administrative Assistant will be responsible for all company phone calls, texts, emails and other incoming communications and must exhibit the skillset to promptly receive and clearly communicate information to others.

This position will be responsible for the entry and scheduling of GOOGLE Calendar events and oversee all entry and navigation of the CRM HubSpot sales platform.

Additionally, the position will be responsible for all data entry and processing of Lighthouse financial information into QuickBooks and will be reporting activity to the manager and VELUX finance Team.

Primary Functions :

• Capture and respond professionally to all incoming communications within Lighthouse business hours.
• Review, update and maintain GOOGLE Calendar in real time. Establish schedule for in-home consultations, installation projects and material deliveries
• Record HubSpot activity and update the movement of HS Stages in real time. Follow HubSpot Procedure Manual and maintain engagement with customer through the sales process.
• Collect all required data from external lead sources.
• Follow all procedures and tasks assigned in QuickBooks Process Flow Guide including the creation of customer invoices, collection of revenues and reconciliation of deposits.
• Enter incoming vendor invoices and process all Lighthouse payments.
• Collect weekly expense reports from installers and process for reimbursement.
• Process all payment types for Lighthouse customers.
• Process and maintain all ENERBANK transactions.
• Reconcile monthly credit card transactions.
• Complete all month end closing financial activities.
• Process all material orders and cross check with manufactures confirmations.
• Follow VELUX Solutions service procedure and schedule and process quotes and invoices for Service work.
• Stage all skylight projects for installation team
• Procure all office supplies and postage.
• Review product features and benefits with all walk-in customers.

Standard Work Schedule : Monday - Friday 8 : 00 am - 4 : 30 pm

Starting Hourly Rate : $24.78. - $30.98 Compensation is based on the skills and experience of the candidate.

Qualifications :

• An Associate’s Degree in a related field is preferred.
• Minimum of one to three years of office management / administrative experience is required.
• Must be proficient in Microsoft Office.
• Proficiency in QuickBooks (data entry, accounts payables and reconciliations) is required.
• Demonstrate ability of maintaining confidential information based on a high degree of personal integrity, professionalism and commitment.
• Ability to handle multiple tasks at one time.
• Excellent communication skills, both oral and written.
• Must present a positive and professional appearance.
• Must possess excellent organizational and communication skills.
• Must possess an overall good work record and desire to work in a team environment.

Employee Benefits :

Our ambition of treating employees better than most other companies includes the challenging work environment we strive to create as well as the competitive benefit programs available to employees and their dependents upon joining the Company.

Some of these include :

• Group Health Insurance Plan
• Dental Plan
• Vision Care Plan
• Prescription Drug Card Program
• Long-term Disability
• Short-term Disability
• Paid Maternity and Parental Leave of Absences
• Life Insurance
• Accidental Death and Dismemberment Insurance
• Cancer Protection Plan
• Company Matched 401(k) Retirement Plan
• Flexible Spending Accounts
• Educational Assistance Program
• 11 Paid Company Holidays
• Vacation Day Program
• Sick Day Program
• Service Recognition Program
• And Much More
30+ days ago