Administrative Assistant – Finance & Ops Team - HBS Solutions, Inc & Energy Dynamics
Edgewater, MD 21037
About the Job
Job Summary:
We are seeking a detail-oriented and organized Administrative Support Professional to assist our leadership team. The ideal candidate will be responsible for managing tasks related to accounts payable (AP), accounts receivable (AR), vendor support, and administrative support for both the Director of Accounting/HR and the Director of Operations. This role requires excellent communication skills, attention to detail, and the ability to prioritize tasks in a fast-paced environment.
Key Responsibilities:
Finance & Accounting Support:
We are seeking a detail-oriented and organized Administrative Support Professional to assist our leadership team. The ideal candidate will be responsible for managing tasks related to accounts payable (AP), accounts receivable (AR), vendor support, and administrative support for both the Director of Accounting/HR and the Director of Operations. This role requires excellent communication skills, attention to detail, and the ability to prioritize tasks in a fast-paced environment.
Key Responsibilities:
Finance & Accounting Support:
- Accounts Payable (AP): Log and track AP transactions; provide AP payment reporting.
- Accounts Receivable (AR): Create AR invoices, track payments, and follow up on overdue accounts. Work with teams on preparing invoices and submitting them to clients.
- Vendor Calculations: Assist with calculations and reconciliations related to vendor accounts and/or commissions.
- Account Reconciliation: Review and categorize credit card charges.
- Time & Expense Tracking: Reconcile employee expenses and provide timesheet tracking to leadership.
- Project Registration: Add all new projects into QuickBooks and keep project status up to date.
- Project Management Software Maintenance: Ensure all projects are updated, track progress, and assist with reporting.
- CRM System Management: Maintain and update customer and project records in the CRM.
- Weekly KPI Reporting: Run and compile key performance indicator (KPI) reports for leadership.
- Utility Program Submission: Prepare and submit project applications and required documentation to Utility Companies for incentives and approvals.
- General Administrative Support: Assist with document preparation, filing, scheduling, and organizing reports for the Director of Accounting/HR and Director of Operations.
- Operations Support: Assist in coordinating company workflows, improving operational efficiency, and supporting cross-functional teams as needed.
- Strong organizational and time management skills.
- Excellent attention to detail and ability to manage multiple priorities.
- Ability to handle confidential information with discretion.
- Proficient in Microsoft Office Suite (Excel, Word, Outlook), QuickBooks Online, and CRM systems.
- Previous experience in administrative or project support is a plus.
- Strong written and verbal communication skills.
- Ability to work well both independently and as part of a team.
- Basic understanding of bookkeeping principles is required.
- Ability to analyze issues and develop effective solutions.
The job is based in the office and is not available for remote work.
Powered by JazzHR
Source : HBS Solutions, Inc & Energy Dynamics