Administrative Assistant
The Administrative Assistant provides day-to-day administrative and operational support to ensure the efficient execution of core office activities. This role supports financial, procurement, and coordination processes, while also assisting with employee separation logistics and asset recovery activities in close partnership with HR, IT, and Payroll.
The Administrative Assistant plays a key role in maintaining organization, accuracy, and timely follow-through across administrative workflows, while coordinating across teams to ensure processes are executed consistently and efficiently.
Administrative & Office Support
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Support day-to-day administrative operations to ensure smooth and efficient office functioning
- Maintain accurate tracking of administrative tasks, requests, and deliverables to ensure timely execution
- Organize and maintain administrative documentation and records for consistency and accessibility
- Provide guidance to employees on general administrative processes and direct inquiries to appropriate teams
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Coordinate administrative activities in support of the Administrative Manager and operations team
- Partner with internal teams including HR, IT, Finance, and Facilities to support ongoing processes
- Coordinate internal communications, announcements, and organizational activities with team leads
- Manage permits and administrative requests with building management or external providers
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Prepare and manage shipping guides, including sending, receiving, and tracking packages
- Coordinate logistics for internal events, including vendor communication and scheduling
- Support execution of office activities and team events through planning and coordination
- Track shipments and follow up to ensure timely delivery, escalating issues when needed
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Support creation, tracking, and follow-up of supplier and service quotations
- Assist with procurement of office supplies, materials, and employee-related resources
- Coordinate purchasing of equipment and materials for new hires through approved vendors
- Maintain tracking of expenses and procurement requests to support financial visibility
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Coordinate onboarding logistics by preparing and distributing equipment for new hires
- Maintain tracking of company assets and support inventory organization
- Coordinate with IT to validate return and condition of company equipment
- Support recovery of IT equipment, including coordination with vendors and shipment tracking
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Support cross-functional workflows by coordinating tasks and ensuring follow-through across teams
- Maintain status updates and provide visibility into progress of administrative and lifecycle processes
- Identify delays or issues and escalate as appropriate to ensure resolution
- Support continuous improvement of administrative processes through documentation and feedback
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Communicate directly with employees and former employees regarding administrative processes and requirements
- Provide clear instructions for documentation completion and process steps
- Coordinate submission, tracking, and follow-up of required documentation
- Share completed documentation with HR and Payroll and confirm process completion
- Follow up on outstanding items to ensure closure of administrative processes
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Support end-to-end coordination of employee separation documentation, including sending, tracking, and receiving signed documents
- Guide employees through documentation requirements to ensure compliance and timely completion
- Generate shipping guides and coordinate return of signed documents and company equipment
- Track progress of each case and provide regular updates to HR
- Report and document issues such as delays, non-responsiveness, or incomplete documentation
- Notify Payroll once requirements are met to support timely release of final payments
- Follow up with former employees to confirm completion of payments and support case closure
Who we are:
LeadVenture is the market-leading SaaS provider of digital retailing, eCommerce, digital marketing and eCatalog solutions for dealerships across 12 industry verticals including powersports, marine, RV, pre-owned auto, agriculture and more. Our family of brands includes Dealer Spike, Dealer Car Search, Frazer, Net Driven, Direct Communications, Inc. (DCi), Powersports Support, Level 5, PSM Marketing, Monroney Labels, and Interact RV. We are an international company with offices located in the United States, Mexico (LeadVenture MX), Belize (Dealer Spike Belize), India and The Netherlands. Together, we are LeadVenture.
LeadVenture provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, LeadVenture complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation, and training.
LeadVenture expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of LeadVenture employees to perform their job duties may result in discipline up to and including discharge.
