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Beacon Hill Associates is hiring an Administrative Assistant to provide high-level administrative and clerical support in a professional office environment. This role supports daily operations by managing information flow, preparing documentation, and ensuring efficient office coordination.
Assignment Details
Hours: Monday-Friday, 8:30 AM – 5:30 PM
Pay Rate: $23/hour
Location: Winter Park/Orlando FL
Day-to-Day Responsibilities
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Process a high volume of invoices, with peak periods during weeks 1-2 of each month (50-100 invoices per week)
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Assist team members with reviewing, uploading, and coding invoices in Yardi
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Communicate with vendors regarding invoice questions and follow-ups
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Monitor and track Certificates of Insurance (COIs) and notify vendors of upcoming expirations
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Maintain and update the Purchase Order log; notify appropriate team members when invoices are outstanding
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Review recurring service contracts (janitorial, landscaping, etc.) and communicate with vendors as needed
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Support coordination across multiple buildings and vendors
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Perform general office duties including ordering supplies and maintaining record management systems
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Prepare invoices, reports, memos, letters, and other documentation
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File and retrieve corporate documents, records, and reports
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Open, sort, and distribute incoming correspondence
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Draft routine correspondence and responses to inquiries
Breakdown of Daily Focus
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30-40% Invoice processing and vendor communication
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20% COI tracking and compliance monitoring
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15% Purchase Order log management and follow-up
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10% Vendor coordination for recurring services
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Remaining time supporting administrative and office operations
Ideal Candidate Profile
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Experience in a fast-paced administrative environment preferred
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Invoice processing or light accounting background preferred
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Comfortable working in a dynamic environment with shifting priorities
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Self-starter who takes initiative and adapts quickly
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Strong verbal and written communication skills
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Excellent organizational, multitasking, and customer service skills
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Ability to work independently and manage time effectively
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Ability to maintain confidentiality and organized records
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Proficient in Microsoft Word, Excel, and PowerPoint
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High school diploma or GED required
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2-4 years of administrative experience required
If you are seeking a contract administrative opportunity in a professional office setting, apply to Beacon Hill Associates today!
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