Remote Office/Personal Assistant (Fully Remote)

Benefits:

• Flexible schedule
• Opportunity for advancement

Job Summary We are seeking an organized and proactive Remote Office/Personal Assistant to join our team! The ideal candidate will be detail oriented, tech savvy, and possess excellent interpesonal skills to handle a variety of tasks including calendar management, bill tracking, and client communication. Tou will be stepping into a role with many hats to keeps things running smoothly. This position is fully remote.

Responsibilities

• Create and maintain a comprehensive calendar of due dates, renewals, deadlines, recurring transactions, and important events.
• Set reminders to follow up as needed for information, to maintain relationships, etc.
• Monitor tax filings and payments due, including quarterly sales tax, annual returns, etc.
• Monitor vehicle fleet for registration renewals, inspections, maintenance, oil changes, insurance, and parking tickets.
• Track bills using QuickBooks and monitor due dates.
• Review and pay bills by credit card and ACH from different accounts and save confirmations.
• Remind clients of upcoming unpaid bills, overdue payments, and send monthly statements.
• Track invoices that are overdue beyond 30, 60, 90, and 120 days, and follow up accordingly.
• Communicate with clients, vendors, and agencies via phone and email.
• Organize information in a spreadsheet and/or Monday board.
• Save and organize contacts.
• Open, scan, rename, and digitally organize files in Dropbox.
• Review incoming scanned mail and flag for urgency and action items.
• Interface with city and (NY and FL) state agencies such as the Department of Buildings (DOB), DMV, Department of Finance (DOF), and others as needed.
• Book appointments, make reservations and register for events as needed.
• Send professional emails, follow up on responses, and gather additional information as required.
• Prepare and complete paperwork, including filling out PDF forms accurately.
• Use cloud based software including Outlook, DropBox, QuickBooks Online, and Microsoft Office Suite.

Qualifications

• Strong organizational skills, excellent communication skills, and a good attitude.
• Knowledge of Mac computers and comfortable using different platforms and tools.
• Ability to work well independently, handle multiple tasks and prioritize efficiently.
• Familiarity with basic accounting principles.
• Familiarity with the construction industry, or trades such as plumbing or HVAC preferred but not required.

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