We are hiring an Administrative Assistant to support our back office operations. Our office manager handles the bulk of day to day processing, and this role works alongside her to keep filings, payroll, and vendor payments accurate and on time.
This is a detail heavy position. If you like catching a double charge on an invoice before it gets paid, you will do well here.
What You Will Do
- Support payroll processing in ADP across multiple entities, including timecard review and new hire setup
- Assist with federal and state tax filings, including payroll tax deposits, sales tax returns, and annual filings
- Review and pay company bills, verify invoices against contracts and prior statements, and catch overbilling, duplicate charges, and rate increases
- Manage recurring payments and subscriptions, and flag anything that should be canceled or renegotiated
- Submit invoices and accept payments through customer and vendor portals
- Maintain certificates of insurance, W-9s, workers comp certificates, and vendor documentation
- Track company accounts and inventory, including phone lines and equipment
- Keep filing deadlines, renewals, and licenses on a calendar so nothing lapses
- General administrative support for the ownership and management team
What We Are Looking For
- 1+ years in an administrative, bookkeeping, or accounting support role
Nice to Have
- Bookkeeping experience
- Illinois notary commission, or willingness to become one (we cover the cost)
- Bilingual English and Spanish
- Experience in construction, service, or trades
- Working knowledge of IRS payroll filings (941, 940, W-2, 1099) and state filings
- Hands on ADP experience, or comparable payroll software
- Accounts payable experience with a habit of verifying before paying
- Comfortable with vendor and customer payment portals
- Strong Excel skills
- Organized, reliable, and able to follow through without being reminded
- Able to handle confidential payroll and financial information
Note: This job description is intended to provide a general overview of the position. Other duties may be assigned as necessary to meet business needs.
Please submit your resume along with a relevant experience in administration management.
Job Type: Full-time
Job Type: Full-time
Pay: $17,000.00 - $23,500.00 per month
Ability to commute/relocate:
- Colonia Polanco, CDMX: Reliably commute or planning to relocate before starting work (Required)
Experience:
- admin : 1 year (Preferred)
Work Location: In person
