Accounting/administrative assistant    job description   the accounting/administrative assistant must possess a professional attitude, strong organizational skills, verbal and written communication skills, and the ability to interact well with others. This position also requires a working knowledge of microsoft office and accounting software and is responsible for functions related to accounts payable, accounts receivable, invoicing, general accounting procedures, file maintenance and reception duties.   The accounting/administrative assistant is the first member of staff encountered or spoken to by any visitor/caller to the company.  Therefore they should strive to always present a friendly but professional appearance and manner.  The company expects this manner to extend to the expert fielding of client calls and the efficient noting of messages.  Good voice recognition skills and an outgoing personality are a necessity.       Relationships the accounting/administrative assistant reports directly to the hr manager, project manager and general manager.    Essential duties and responsibilities 1. Accounting •      enters invoices in the system pays vendors in a timely manner •      maintains back up folders •      processes checks and ach payments •      print and disperse draft invoices to associates and client managers •      updates the fee billed revenue spreadsheets preparing quotations and proposals and verifying •      disperse the final invoices to the client assist with preparation of the budget implement financial policies and procedures reconcile the general ledger …more…     2. Administrations   covers reception desk at all times except when out of the office or on break. arranges with another designated member of staff for desk/phones to be covered when receptionist is absent. answers all phone calls in a friendly but professional manner, and forwards all calls to the appropriate staff members promptly and smoothly. if appropriate personnel are absent or unavailable to take calls, receptionist takes neat, legible messages, including: caller’s name, company name, phone number (and extension), best time to return call, whether call is urgent, and if possible, a brief note as to the nature of the call. receives all company mail and forwards to appropriate company personnel. receives and signs for all deliveries/courier shipments, first verifying contents per shipping bill.  Notifies appropriate personnel when packages/deliveries arrive. arranges all courier pickups.  Prepares courier/shipping labels per instructions provided by staff members. prepares outgoing mail and correspondence on request, including processing letters, labels and envelopes. maintains reception area to ensure a professional and welcoming appearance.  Includes keeping magazines up-to-date, and keeping a supply of company brochure/literature on display. greets all visitors to company promptly and in a welcoming manner, and acts as hostess until appropriate personnel are notified of visitor’s arrival (including offering/preparing beverages for visitor).  Notifies appropriate company personnel of arrival of any such visitors. organize market research studies and analyze their findings create email marketing campaigns to promote products or services. ensure marketing message is conveyed clearly and delivered properly to prospects. ensure messages are sent in proper form and template. proofread emails for clarity, grammar, and spelling. include specific graphics, incentives, and detailed descriptions. review messages for brevity. email marketing via sending bulk/individual emails increasing brand awareness and bringing in new customers and maintaining relationships with    key clients. preparing daily workloads for staff and
coordinating the daily allocation of work. approach and assist new customers that enter the dealership lot. maintain office inventory assisting hr to shortlist candidates and interview entry level candidates more…personal qualifications   • high energy, clear goal orientation, and strong work ethic. • unquestioned reputation for honesty and integrity • degree graduate • knowledge in computers and basic experience on work with it companies   suitable candidate,