Position Summary: Serve as administrative assistant for our small company with specific support to the CEO.
Provide general office management for shipping/receiving, addressing client and employee inquiries, answering telephones, and daily office needs.
Provide additional support to ensure best practices for business operations and reporting within the organization.
The ideal candidate for our organization is professional, polite, and attentive while also being accurate.
The candidate must be comfortable working with computers, general office tasks, social media sites, and excel at both verbal and written communication.
Position Responsibilities:
Answering the company's main phone line and being the first point of contact for greeting visitorsPackage and mail sorting, internal delivery and/or filingProcuring, tracking, and distributing office supplies, business cards, etc.Photocopying and scanning in support of maintaining an accurate and organized file systemProvide clerical and administrative support to the CEO as requestedCreating and maintaining documents in Word and Excel, including forms and templatesMaintaining first level HR records, ensuring data integrity and confidentialityPlanning and executing special company-wide events on or off site, such as parties or celebrationsDocumenting and assisting with developing office workflow proceduresProject support tasks such as purchasing, entering Bills and Invoices in Quickbooks Online.Adding/maintaining Employee and Subcontractor information.Accurately record accounts payable, accounts receivable and financial transactions.Prepare payroll processing and ensure accurate employee compensation.Utilize Quickbooks accounting software to track financial transactions and generate reportsOther duties as assigned Position Qualifications:
Five (5) years of progressive office experience in an administrative assistant role or equivalent.Excellent computer skills and proficiency with Excel, Word, Outlook, PowerPoint, and QuickBooks Online.
Proficiency in Adobe and Smartsheets is a plus.Strong customer service skills for interaction with clients, vendors and internal staff, with ability to prioritize and organize.Knowledge of and direct experience with bookkeepingAbility to follow detailed instructions to complete routine procedures and a willingness to learnAbility to handle sensitive information with discretion and confidentialityInitiative, reliability, and the ability to work independentlyStrong oral and written communication skillsA basic understanding of business operations and the ability to understand financial data, processes, and proceduresActive and efficient with social mediaAbility to create and format effective marketing materials for firmExcellent organizational skills with a keen attention to detail Work Location: In person at our Beltsville, MD location with the option for remote work 1 – 2 days per week after successful demonstration of competency.
Pay: $45,000.00 - $60,000.00 per year dependent on experience.
This is a full-time, salaried position.
Why you'll love it here:
Small Team: OTS R&D is a team of 13 full-time staff providing support for a niche market.
Our team works collaboratively.Worker Cooperative: OTS R&D is a worker cooperative, meaning it is 100% employee owned and directed.
After working full-time for five years, every employee has the opportunity to become a Member Owner.
Each owner has an equal vote and directly impacts company decisions.
Learn more about worker cooperatives from the US Federation of Work Cooperatives.Meaningful Mission: OTS R&D conducts research and development primarily for the HVAC&R sector.
Our work directly supports energy efficiency and sustainability initiatives, striving to reduce environmental emissions and the negatives effects of global warming.Work-Life Balance: OTS R&D provides for a flexible work schedule believing that family comes first.
We strive to create a supportive workplace that values employee well-being. Benefits:
401(k)401(k) matchingDental insuranceHealth insuranceLife insuranceShort and Long Term Disability insurancePaid time offParental leave11 paid company holidays Schedule:
Monday to Friday Learn more about OTS R&D, Inc. on our website.
Serious applications only.