Job Summary:

This role will be able to proficiently provide clerical support to ensure efficient operations. This individual will also be handling reception duties and work in the 'front of the house' by providing excellent customer service and creating a welcoming environment. Our ideal candidate is a reliable individual who works with integrity and is a resourceful problem solver. Must be comfortable in a fast-paced work environment. The successful candidate will be a great culture fit with company values and have excellent communication, customer service, and team skills. We believe that the key to success is for all team members to understand our business. During your initial training, you will spend time with your customers to learn how you can best support them. The ideal candidate is highly organized, proactive, and self-directed. This role requires an individual who can independently manage competing priorities, anticipate needs before they arise, follow through on commitments without repeated reminders, and consistently meet deadlines. Success in this role depends on strong judgment, attention to detail, reliability, and the ability to take ownership of responsibilities from start to finish.

Duties/Responsibilities:

• Creates a welcoming environment by greeting guests, answering phone calls, directing visitors, and taking messages for employees
• Provides high-level administrative support and assistance to the VP and/or other assigned leadership staff.
• Performs clerical and administrative tasks including drafting letters, company communications, invoice approval, reports, and other documents for executive level staff.
• Maintains and acts as a liaison to our building's Landlord, technicians, and other parties who come through. Must be able to maintain a well-run office, as well as independently troubleshoot facilities problems as they arise.
• Receives incoming communication or memos on behalf of senior staff, reviews content, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
• Takes customer complaints or issues and pass them on to the appropriate parties.
• Creates and distributes company memos through email, letters, or telephone calls.
• Coordinates the booking and setting up of meeting rooms.
• Works with out of state teammates to help coordinate their travel, lodging, meeting and catering logistics. Must be able to be proactive and foresee needs.
• Provides support for teams when necessary.
• Performs other related duties as assigned.
• Maintains ownership of assigned projects and administrative responsibilities by tracking deadlines, following up on outstanding items, and ensuring tasks are completed accurately and on time.

Administrative & Finance Support Responsibilities:

The responsibilities below are primarily administrative and clerical support tasks for our Finance team. While some involve accounting systems such as NetSuite, Sage, and Medius, this person would be trained on the processes and would work directly with the team member incharge of the process. These responsibilities do not require the person to independently make accounting decisions. Many of these tasks are recurring but take a relatively small amount of time each week. Others only come up during month-end or when we are opening a new café. 1. New Café Opening Research — As Needed

• When we open a new café, help research which city and state licenses or permits are required for that location.

This responsibility is limited to gathering the information and identifying what is needed. Bambi will handle the actual applications and process of obtaining the licenses and permits. o Only needed when new locations are opening. o Time required will vary depending on the city or state and how easy it is to obtain the information. 2. Accounts Payable Administrative Support

• Help the Accounts Payable team with routine administrative tasks, including: o Weekly checks: Place printed AP checks into envelopes for mailing.

Approximately 30-45 minutes once per week.

o Mailed invoices:

Scan invoices received in the mail and send them to the appropriate inbox so they can be processed for payment.

o American Express transactions:

Upload Nick and Glen's weekly American Express transactions into Sage so they can be reviewed and coded. Approximately 30 minutes each Monday.

o Missing invoices:

At month-end, help identify and obtain any missing internet or waste collection invoices and submit them for payment. Approximately 1-2 hours per month. This task is time-sensitive during month-end.

o New vendors:

Help collect W-9s and invoices from new vendors and submit the information needed to have the vendor added to our system.

o Vendor statements:

Review statements received in the mail to make sure we have received all corresponding invoices. If an invoice is missing, contact the vendor to request a copy and submit it for payment. o W-9 records: Make sure vendor W-9s are saved in SharePoint and organized for year-end tax reporting.

o Check supplies:

Reorder AP check stock when supplies run low. This is an infrequent task. 3. Utility Expense Uploads

• Twice a week, Schneider Electric sends a file containing utility expense information.

This person would:

o Make a few formatting changes so the file can be uploaded into NetSuite. o Upload the completed file into NetSuite. o This is a routine process that takes approximately 10-15 minutes on Mondays and Thursdays . 4. Café Transfer Uploads

• Once a week, Steve Anderson sends a file showing product/supply transfers that occurred between cafés.

This person would:

Reformat the file using the established process so it can be uploaded into NetSuite. Upload the file. Reply to Steve's email confirming that the transfers have been recorded. o This takes approximately 30-45 minutes once per week . 5. Monthly Expense Review

• As part of the month-end process, help review expenses listed under Small Equipment and Repairs & Maintenance. The purpose is to flag anything that may need to be treated differently for accounting purposes.
• Mike would provide guidance on what to look for and handle the accounting determination.
• This requires approximately 1-2 hours per month . 6. Florida Café Expense Support
• Help review expenses that have temporarily been assigned to a general Florida holding location and move them to the correct café location. Completed each Friday, with additional work during month-end close. Approximately 2 hours per week . Beltha would provide guidance on the process and correct café assignments. 7. Overall Time & Nature of the Work
• Although the list is lengthy, most of these responsibilities are short, repeatable administrative processes rather than complex accounting functions . The role would involve following established procedures, organizing and uploading information, communicating with vendors when something is missing, and supporting members of the Finance team.
• Some responsibilities occur for only 10-45 minutes per week , while others are limited to month-end or new café openings.

The person would have a specific team member to work with and would be trained on the systems and processes involved.

Required Qualifications/Skills:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Effective written and verbal communication skills.
• Effective organizational and time management skills.
• Strong time management and organizational skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
• Demonstrated ability to work independently
• Ability to effectively manage multiple responsibilities at once Demonstrated ability to manage tasks and deadlines without close supervision.

Strong follow-through and commitment to completing assignments accurately and on time. Ability to anticipate needs and proactively identify solutions. Professional judgment and discretion when interacting with leadership, guests, and external partners. Strong sense of accountability and ownership for assigned responsibilities. Dependable attendance and punctuality.

Desired Skills:

• Highly skilled with Microsoft SharePoint, Power Automate, and PowerApps
• Prior administration experience
• Ability to learn on the job.
• Ability to

Education and Experience:

• High school diploma required, bachelor's degree in business administration or related field preferred.
• At least one year of related experience preferred.

Pay:

$48,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Flexible spending account Health insurance Health savings account Life insurance Paid time off Vision insurance

Work Location:

In person