Executive Administrative Coordinator/Bookkeeper - Edgefactory Inc.
Orlando, FL
About the Job
Administrative Coordinator/Bookkeeper
COMPANY
edgefactory Creative Works is an Emmy Award Winning creative, media production house based in Orlando, Florida. We specialize in adding the WOW to corporate meetings and tradeshows, as well as video production, digital signage, and other multimedia solutions to present creative content. Our clients include Fortune 500 companies all over the world. Everything we do, we do with energy, emotion, and edge! Apply now to be a part of the Factory's award-winning team!
JOB DESCRIPTION
A full-time Administrative Coordinator supporting the Chief Financial Officer in key areas of accounting, sales, human resources, and general administration.
RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO:
Independently manage multiple projects in a fast-paced team environment with minimal oversight; comfortable working in Microsoft Excel spreadsheets; attention to detail and accuracy is highly sought. Must be able to maintain confidentiality.
Finance
Manage & Coordinate all Accounts Receivable:
Manage all client communications with collecting open Accounts Receivable items over 45, 90, 150 days
Update Accounts Receivable tracking spreadsheet on a day-to-day basis
Prepare final invoices: true-up travels (prepare comparison), add change orders, apply payments and late fees. All done through our invoice platform (Salesforce)
Process customer credit card payments using Square online platform.
Process weekly timesheets from previous week: update PTO Advanced Accruals report; enter contractor timesheets into Accounting Software (QuickBooks)
Job-cost all company credit card transactions
Work with the CFO to manage & coordinate Accounts Payable
Track signed quotes
Update sales forecast bi-weekly, including a Business Development deck
Update Master Job Profitability report by quarter
Enter new projects into Harvest, a time-keeping platform, and determining budget hours
Set-up new contractors and vendors into QuickBooks, obtain W9s and ACH payment information
Update Operating Budget quarterly
Track vendor invoices for large shows
Human Resources
Manage job postings in TriNet, an online Human Resources portal
Send onboarding paperwork to employees and contractors; update QuickBooks and Master Directory
Complete Employee Status Change forms
Create offer letters
Maintain employee and contractor rates spreadsheet
Update Handbooks: Employee, Contractor, and Standards of Business Conduct
Set-up new users in Harvest
Salesforce Administrator
Set-up new users
Train new users
Prepare Open/Closed Opportunity reports and custom reports
Update Salesforce Standard Operating Procedures handbook
Set-up PandaDoc accounts for all Salesforce users
Assist Executive & Service Team with assistance in building Quotes / Scope creation.
Miscellaneous
Complete supplier/procurement registrations
Complete certification renewals as needed
Complete ASANA (a work management platform) tasks as assigned
Help with end of year Client gifts.
Work with the Executive Team to plan and coordinate team building activities.
Proofread materials as needed
Answering phone Calls fwd’d from our answering service
Maintaining employee records and documentation
Assist communications team with scheduling appointments
REQUIRED EDUCATION AND EXPERIENCE
3+ years bookkeeping and administration experience
Must be well-versed in all areas of QuickBooks Online; Microsoft Office including SharePoint, Word, Excel, PowerPoint
Knowledge of Salesforce CRM
Time Commitment: Full-time / 40-hour workweek
Job Location: edgefactory Headquarters: 7131 Grand National Drive, Suite 107, Orlando, FL 32819
Salary Range: TBD per hour (dependent on experience)
Relocation: None
Requisition ID: 06/2024
edgefactory is an Equal Opportunity Employer
