Intellimodus
  • Louisville, KY, USA
  • Full Time

Intellimodus of Louisville, KY is seeking to hire an Office Administrative Assistant. Would you like to contribute your expertise to a forward-thinking industry leader? Do you want to be part of a team comprised of personally invested experts who engineer advanced systems with leading-edge execution to shape the future of movement? If you're a smart, curious and detail-oriented, we'd love to talk to you!

We provide a highly competitive benefits package that includes health, dental, vision, a 401(k) plan with matching, life insurance, an employee assistance plan, short-term disability, long-term disability, an employee referral bonus and paid holidays including Black Friday, Christmas Eve, and New Year's Eve. We also cover half of your monthly parking costs, celebrate employee birthdays, and recognize employees who go above and beyond! If this sounds like the right opportunity for you, apply today!

 

ABOUT INTELLIMODUS

The systems we design for airports, parcel delivery hubs, distribution centers, and manufacturing operations help our customers move goods and services more efficiently. We are made up of some of the world's most talented engineers and problem-solvers, immersed in a supportive environment that brings out their best.

We're unlike any other company out there. Our solutions are better because our people are better. We recognize that they're our most important resource. And, we know that by helping them achieve their greatest potential, they'll do the same for our clients in turn. Because of this, we strive to hire the best and empower our employees to find ways to make their mark within the company through career growth, learning and development and innovative thinking. We don't just say it, we prove it by fostering a culture of continuous learning and feedbackAll contributions and ideas are welcome, and participation is encouraged.

 

A DAY IN THE LIFE OF AN OFFICE ADMINISTRATIVE ASSISTANT

As an Office Administrative Assistant at Intellimodus, you oversee the day-to-day operations of the office, from being the first person visitors see when they walk in, to performing a wide variety of complex administrative tasks requiring initiative, strong attention to detail and extensive working knowledge of the organization and programs. A large part of this role is focused on supporting the Finance team, therefore having a passion for data and a high-level of accounting knowledge is a must.

Self-motivated and organized, you will use Microsoft Office and other various programs to complete your daily tasks, while supporting the finance team with accounting tasks. The Office Administrative Assistant understands what support is needed and is adept at multiple skills, providing peace of mind to the President and senior management team at Intellimodus.

 

RESPONSIBILITIES:
Responsibilities include, but are not limited to:

  • Providing daily administrative support for President and Senior Management Team
  • Answering all phone calls and routing to the appropriate departments/people
  • Reserving conference rooms for meetings and stocking up on necessary items for meetings
  • Managing and distributing all incoming and outgoing mail including and scheduling, preparing and shipping all UPS and FedEx packages and freight
  • Oversee ordering and maintaining inventory of, ordering and maintaining general office supplies and operational condition of office equipment
  • Providing an exceptional guest experience for all visitors, customers, vendors, etc.
  • Overseeing all logistical arrangements for monthly company meetings
  • Maintaining the airport security badge process when employees need to order, update or return a badge
  • Gathering all information from leadership to develop reports for monthly Directors' meeting in advance of meeting so they can review, edit and prepare
  • Assisting in the recruitment of new candidates, as well as the on-boarding process for new employees
  • Organizing all office parties, outings, in-office holiday celebrations, etc.
  • All other duties as requested

ACCOUNTING/FINANCE-SPECIFIC

  • Accurately and efficiently, reviewing, entering and generating company AP invoices and billings. Position is also responsible for AP aging management with oversight from the Corporate Controller
  • Managing general office expense needs by collecting all corporate credit card receipts for processing and ensuring all receipts have been collected and accounted for
  • Customer invoice processing through review of sales orders to goods receipts and drop-ship vendor bills, ensuring timely conversion and distribution to customer
  • Complete daily cash receipts including check processing, credit card processing and ACH entries
  • Accurately and efficiently, reviewing, entering and generating company AP invoices and billings
  • Reviewing data entered into the system on a weekly basis to ensure accuracy and allowing for timely analysis by Corporate Controller
  • Serving as backup for other Accounting Specialist
  • Working within ERP (Epicor) system. This will include some operational functions including but not limited to shipping, project closing, operational report generation and analysis of daily and weekly reports.
  • Working and communicating with operational leaders and employees from multiple departments to satisfy AR function

QUALIFICATIONS FOR AN OFFICE ADMINISTRATIVE ASSISTANT

  • Bachelor's degree in Business Administration, Accounting, Finance or related field; or equivalent
  • Minimum of 2-years of related experience in accounting or account reconciliation; or equivalent combination of education and experience
  • Highly proficient in all Microsoft Office Suite, specifically Excel, PowerPoint and Outlook/Office 365.
  • Competency in Epicor ERP system
  • Experience in sub-contractor or construction-based organizations is a plus
  • Expert note taker with timely recaps
  • Excellent verbal and written communication skills; sincere and open communication
  • Diligent attention to detail, ability to think critically and problem solve independently
  • Operate with a sense of urgency and meeting deadlines
  • Embrace new technology and constant improvement
  • Ability to work independently with instruction from Controller
  • High level of business acumen
  • Understanding of confidentiality at the highest-level
  • Ability to pass a physical
  • Ability to pass a drug screening

 

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