Administrative Assistant - Qwalifize LLC

Type:

• Contract to Hire

Full Time or Part Time:

• Part Time (25 - 30 hours per week)

Pay Rate:

• $19 per hr

Location:

• Kissimmee, FL 34741 - Onsite

Language Requirements:

• Write, read, and speak English and Spanish fluently

Job Overview:

We are looking for an energetic and professional Administrative Assistant (bookkeeping responsibilities) Bilingual. Must be able to provide comprehensive support to the team. This role requires strong organizational skills, the ability to multitask in a fast-paced environment, and a proactive approach to problem-solving and have experience handling administrative tasks across a variety of areas, including office management, customer service, document processing, and basic accounting functions. The ideal candidate must assist guests, respond to their inquiries and concerns, and direct them to the appropriate personnel for their needs. They also monitor office inventories, write purchase requests, distribute mail across the departments and possibly drop off a light package. The administrative assistant will assist with creating procedures, reviewing business and financial transactions to generate reports, update information on the company's database, and sort documents for reference. Some administrative projects will start and stop within the same day, but also may be ongoing so a successful Administrative Assistant must be able to keep on task and disciplined. Perform other administrative duties as assigned.

Experience Requirements:

• 2 years of secretarial/administrative responsibility and experience, and is open to long-term growth
• General Office, Computer and Telephone Skills
• Proficient in Microsoft Outlook, Excel and Word and creating professional emails
• Able to oversee large amounts of emails and handle follow-through
• Experience with basic bookkeeping or finance tasks (e.g., creating purchase orders, processing invoices, and managing payments).
• Excellent communication skills required to interact with clients, contacts, and employees
• Provide administrative support to Owners as well as other staff members
• Track insurance-related tasks, such as policy renewals, and payments, and ensure that necessary documentation is in place.
• Attention to detail and accuracy required
• Maintain records in software systems
• Maintain meeting rooms & offices
• Ability to organize work under pressure in a fast-paced environment
• Filing /scan filing
• Office errands
• Excellent time management skills and ability to multi-task and prioritize work
• Ordering/stocking office supplies
• Incoming/outgoing mail handling (USPS, UPS, Fed-Ex, etc.)
• Process and manage invoices, track payments, and generate reports for the CFO. Handle accounting-related tasks such as creating purchase orders, managing petty cash, and basic analysis of financial data.
• Maintain a database of clients, track new customer onboarding, and support client interactions as needed. Respond to customer inquiries, ensuring all requests are addressed promptly.
• Assist with organizing travel arrangements for staff (e.g., booking flights, and hotel accommodations) and coordinating attendance at industry events, including fairs and conferences.
• Anticipate needs, prioritize tasks, and follow up on activities without needing constant direction. Demonstrate a strong ability to stay on top of administrative tasks and ensure timely completion.
• Excellent data entry, editing, and proofreading skills
• Other administrative duties as assigned

Experience Preferences:

• N/A

Physical Requirement:

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift 15 pounds at times

Education Requirements:

• High school or equivalent

Education Preferences:

• N/A

Training Schedule:

• N/A

Schedule:

• 5-hour shift or flexible
• Monday to Friday
• 8:30 AM - 1:30 PM

Dress Code:

• Business Casual

Benefits:

• Dental insurance
• Medical insurance
• Vision insurance
• Life Insurance

Additional Information:

Drug and background checks are performed. Valid identification and reliable transportation required. We are an E-Verify employer. We will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. Our employees are authorized to work in the United States. Candidates shall supply their own transportation.