Administrative Coordinator at Clarity Recruiting Administrative Coordinator at Clarity Recruiting in Union City, New Jersey Posted in about 6 hours ago.

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full-time Position Summary The Finance and Administrative Assistant will provide accurate, proactive, and professional administrative, financial, and operational support to ensure the smooth daily functioning of the office. This role supports leadership, and designers by coordinating office operations, assisting with financial tracking and billing support, supporting IT related processes, and performing general administrative tasks. Administrative and Office Support - approx. 40% of time or 15 hours /week Answer and manage the main phone line, screening and redirecting calls as needed Distribute incoming packages and mail - Scan important docs and Checks for ST/RT Greet visitors and notify designers of visitors, deliveries, and packages Coordinate sample pickups and provide messenger and shipping assistance as needed Track daily invoice attendance and send weekly Set up and clean up for Bi-weekly Lunch and Learn sessions Maintain kitchen cleanliness and organization Coordinate monthly kitchen restock and refresh orders. Coordinate monthly invoice supply, and inventory restock orders. Coordinate mockup room restock Maintain and update invoice password files on the drive. Maintain and update emergency contact list Coordinating things with Building - Fire Drill attendance Coordinate IT issues with IT consultant- especially on-site coordination Purchase birthday cards and distribute throughout the year Assist annually with tracking holiday gifts, writing thank you notes, and distributing building employee bonus cards. Finance and Billing Support - approx. 60% of time or 22.5 hours/3 days /week Assist with monthly billing processes including billing meeting preparation, help with supporting documentation for invoices, formatting special invoices, saving sent emails and invoices in the drive to keep track of invoices. Enter expenses in Ajera for expenses. Input timesheets in Ajera Prepare monthly and quarterly overtime reports and finalize prior to submission Complete weekly check deposits at Chase after confirming Follow up at the end of each month on designer expense submissions and timesheets. Coordinate with leadership on billable and non-billable expense classification Maintain organized expense documentation on the drive for leadership spendings (Confirm that all employees saved their receipts in the drive for the month). Participate in recurring billing/marketing coordination meetings. Assist with Visas and tracking expenses in coordination with leadership. Technology and Systems Support Serve as a liaison with Haber and BCMOne for technology and phone related coordination Maintain software and license tracking documentation Support system efficiency planning and coordination with Haber Monitor basic computer performance and report issues Submit and track IT support tickets and follow ups Support employee onboarding and onboarding including desk setup, cleanout, and reset Coordinate computer setup, equipment returns, and phone line setup or termination Assist with invoice device issues as needed Support Autodesk software seat tracking