Bookkeeping & Administrative Assistant - Boston, United States - Haycon

Description

Answer telephones
listened to and dealt with daily.

• Direct calls to appropriate person and/or department.
• Return all calls coming into your line daily.

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Shipping & Receiving

• Process/distribute and open ALL incoming mail for ALL companies
• Process and distribute incoming/outgoing UPS/Fedex deliveries
• Making sure all deliveries are delivered to designated area

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Maintain Office Equipment

• Stock copiers and fax machines with paper, toner etc.
• Notify employees when making an order if they need anything. For all companies.
• Having equipment maintained when necessary.

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Supplies

• Order office supplies (Pens, paper, etc.)
• Kitchen supplies (coffee, creamer, cups, etc.)
• Janitorial supplies (paper towels, hand soap, toilet paper, etc.)
  Lancelot to be used NOT W.B. Mason. For all companies as well as Building

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Clerical Duties

• Open, and sort mail for
  ALL 3 companies. Deliver to whom necessary.
  (To be discussed)

respective companies. Make note in note column when appropriate. Galway and Rufus Roscoe mail goes to bookkeeping when scanned.

All legal and insurance invoices from all 3 companies go to bookkeeping as well after scanned to appropriate SP folders.

• Keeping track of all credit card receipts. NO ONE is exempt from handing them in. Do not discard give to bookkeeping monthly
• Load all credit card receipts into Share Point.
  ALL 3 companies.
• Maintain files (paper files & electronic files).
• Create and maintain a log of user names and passwords for
  ALL Designated

people to have a copy.

• Help with data entry into Quick Books (to be assigned).

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IT

• Assist personnel with computer/cell phone issues.
• Coordinate with IT for computer maintenance & issues.
• Set up meetings, scheduling of conference room, etc.

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Assist Other Departments

• Assist, Accounting, Project Managers & Estimating Departments as needed.

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Work Space duties

• Control visitor traffic. Scheduling meetings and walkthru when necessary.
• Maintaining a safe environment with proper lighting, signage, and disability access.
• Overseeing security, fire prevention, and other safety systems.
• Scheduling regular building maintenance.
• Contacting professionals for repairs as needed.
• Ensuring that occupants are provided with proper utilities.
• Assisting with emergency response and evacuations.
• Help with maintaining records of tenants.
• Placing tenants mail in mail bins.
• Inspecting the building frequently for signs of damage or wear.
• Weekly walk around outside of building making sure there is no trash, nails, screws ect. Parking lots are free of debris.
• Billing the tenants monthly

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Marketing and Social Media.

• Projects as assigned
• Update and monitor social media sites

- assist in the design of marketing material and signage