Are you a conqueror of details?  Can you save someone from drowning in an overwhelming task list?  Do you relish the opportunity to make-a-way / find-a-way so you can figure it out when others couldn't?  If you answered yes, you might just be our perfect administrative specialist!

OVERVIEW

Administrative Specialists focus on executing the processes and mechanisms to operate Crackerology’s back office including assisting with bookkeeping, IT, HR and to a lesser extent, legal projects.  The role includes a mix of vendor interaction and individual work/collaboration with our internal team.  It requires attention to detail and prioritization of multiple assignments to successfully fulfill the job responsibilities.  In almost all cases, our Administrative Specialist’s role is to assist in the details of larger initiatives under the direction of our executive team.

RESPONSIBILITIES

Accounting/Bookkeeping

• Coordinate transactional information to and from our bookkeeper
• Coordinate AP/AR processes including monitoring receivables, obtaining payables approvals from the team, collecting vendor documentation and info as needed (e.g. W-9 forms, ACH payment info, etc), helping the team adhere to established clerical processes.
• Monitor our tax calendar and alert our executive team and/or accountants of key deadlines.
• Assist team with updating data in our forecast.
• Other financial investigations and administrative projects as they arise.

Operations

• Assist production team in updating inventory data.
• Ensure sales and orders progress through our order management process.
• Human Resources
• Add/remove employees from our online payroll system.
• Pull payroll reports.

Legal/Contracts

• Organize and catalog our vendor and supplier contracts and renewal dates to facilitate early discussion of renewals, costs, needs, etc.
• Assist operations team by looking up or researching certain vendor agreements (legal interpretation is not required, only information gathering)

Special Projects

• An Administrative Specialist may assist other teams according to their areas of expertise such as project management, recording/adjusting data, reporting, etc. Projects will be reviewed by supervisor prior to commitment.

 EXPERIENCE/REQUIRED SKILLS

• 2+ years in a hands-on office manager, executive assistant, administrative staff role.  Relevant project management experience will be considered.
• Proficiency managing multiple simultaneous responsibilities.
• Strong priority-management skills.
• Attention to detail is a must.
• Proficiency in Microsoft 365 applications (incl Excel) in Windows environment.
• Ability to be effective on the phone for short periods of time.
• Diplomacy in written and verbal client-facing communication is critical.
• Demonstrated commitment to quality.  Goal attainment over activity.