Administrative Assistant/ Book Keeping

Position Overview: We are looking for an experienced, detail-oriented Administrative Virtual Assistant to provide support across multiple areas of administrative work for our emergency room facilities. The ideal candidate will be highly organized, self-motivated, and proactive in managing tasks. You will be responsible for a range of duties including data entry, bookkeeping, email organization, scheduling, employee document management, and various administrative tasks.

Key Responsibilities:


Email Organization & Invoice Management:

Sort and organize incoming emails, specifically separating invoice emails.

Track and follow up on pending invoices to ensure timely payment.

Data Entry & Bookkeeping:

Enter data into systems for bookkeeping, ensuring accuracy.

Track expenses for each facility, including supplies and other operational costs.

Administrative Work:

Create templates for Word documents when needed (e.g., for reports or internal memos).

Handle administrative duties such as creating spreadsheets, generating reports, and organizing files.

Employee Documentation & Certification Management:

Maintain records of pending employee documents, certifications, and expiry dates.

Ensure employees are up-to-date with necessary certifications and renewals.

Scheduling & Event Coordination:

Manage event scheduling, including coordinating meetings, trainings, and any other relevant events.

Scan resumes and schedule interviews for the Chief Executive Assistant.

Company Document Management:

Keep track of important company documents (e.g., licenses, contracts, insurance) and notify when they are due for renewal.

Payroll & Time Tracking:

Process payroll time sheets, ensuring accurate bi-weekly calculations.

Maintain and update time logs and schedules for each department.

Track department hours and overtime using spreadsheets, making bi-weekly calculations.

Additional Administrative Support:

Assist with any other administrative tasks as needed, ensuring smooth daily operations for all facilities.

Requirements:

Strong organizational skills and attention to detail.

Ability to work independently and manage time effectively.

Proficiency in Microsoft Office (Excel, Word, etc.) and Google Workspace.

Experience with data entry and bookkeeping.

Excellent communication skills.

Ability to manage multiple tasks simultaneously.

Previous experience in administrative roles is a plus.

Must provide a timesheet and a schedule of their own.