This description is a summary of our understanding of the job description. Click on 'Apply' button to find out more. Role Description We are hiring a full-time Administrative Assistant to coordinate cross-functional workflows among technicians, clients, our bookkeeper, and sales. You will own day-to-day execution of administrative SOPs, drive follow-through across stakeholders, and maintain strong controls in payables and documentation. The ideal candidate is highly organized, analytical, and tenacious—someone who ensures work moves to completion, correctly and on time. Responsibilities - Workflow & Coordination - Serve as the single point of coordination for administrative SOPs across techs, clients, accounting, and sales. - Manage intake via shared inbox and form; triage to tickets; set priorities and SLAs; chase updates until completion. - Maintain the SOP library; document changes and ensure version control. - Create Client, Locations, and Contacts in Autotask. - Create Contracts (Defines Rates) in Autotask. - Sales and Marketing Coordination - Assist marketing with admin tasks (lists, light asset requests, event logistics) as needed. - Manage the quote → invoice → fulfillment → install workflow. - For equipment requests: obtain equipment list/specs from technician or presales engineer; source costs from vendors; apply approved markups; create estimates in QuickBooks; send to client and follow up through payment. - Upon payment/approval: place orders with vendors; track fulfillment/shipping; coordinate technician scheduling for installation; confirm completion and update inventory as required. - Finance Operations Support (in partnership with Bookkeeper) - Prepare weekly AP approval packets with coding and supporting docs; track approvals against thresholds. - Maintain the Approval Register, Vendor Master, and Exception Log; execute 3-way match where applicable. - Support AR/collections cadence (reminders, call notes, payment plans) per SOP. - Invoicing (Managed Services, Telephony, T&M) - Send monthly invoices for IT Managed Services and Telepath Managed Business Telephone services. - Use Autotask to push invoices to QuickBooks, including updated inventory quantities from fulfilled orders. - For Time & Materials work: post approved time entries in Autotask and push invoices to QuickBooks. - Assist collections by sending open invoice statements and following up per cadence. - Procurement & Vendor Management - Collect requirements, solicit quotes, compile comparisons, route for approval, and track POs/receipts. - Maintain vendor files, COIs, renewals, and contract repository; manage e-sign packets. - Success Metrics (KPIs) - SLA adherence: ≥ 90% of admin tickets resolved within target. - Quote turnaround: ≤ 1 business day for standard equipment requests; ≤ 3 business days for complex bundles. - Estimate-to-order cycle: ≤ 5 business days median from client approval to vendor order placement. - Invoice timeliness: Managed services/Telepath invoices sent by 1st business day monthly; T&M invoices within 2 business days of time approval. - AP cycle time: Invoice receipt to approved batch ≤ 5 business days; zero unauthorized payments. - AR support: On-time monthly MRR invoice validations; DSO reduced/maintained per target. - Collections support: Monthly open AR statements sent; DSO maintained/reduced per target. - Documentation: SOPs updated within 48 hours of change; zero missing artifacts on audit spot checks. - Meeting coordination: Agendas sent 24 hours prior; action items tracked and closed by due dates. Qualifications - 3+ years in administrative operations, project coordination, or MSP/IT services admin. - Demonstrably organized, analytical, and relentless in follow-through; runs on checklists and metrics. - Strong written and verbal English; professional client communication. - Advanced proficiency with Microsoft 365 (Outlook, Excel—lookups/pivots, Word, Teams/SharePoint). - Experience with a PSA or ticketing system (e.g., Autotask, ConnectWise, Zendesk, Jira). - Familiarity with QuickBooks Online or similar (bill entry/coding, reports; no bank access). - Comfort with e-signature platforms and basic contract packet assembly. - Process documentation skills; can translate a workflow into a clear SOP with steps and controls. - Operates during Eastern Time business hours. Requirements - MSP/ITSP domain familiarity (VoIP moves/adds/changes, number ports, carrier coordination). - CRM exposure (e.g., HubSpot or Go High Level). - Basic reporting skills (build weekly digests, export & clean CSVs). Work Style & Traits - Systems thinker who anticipates dependencies and closes loops. - High integrity; respects least-privilege access and control policies. - Calm under pressure; escalates early with options. Tools You’ll Use (typical) - Microsoft 365 - Autotask (PSA) - QuickBooks Online (invoice creation/entry, reporting—no bank access) - Autotask–QuickBooks integration - Vendor portals/distributors - E-signature - VoIP/carrier portals - Shared inbox - Task/ticketing tool - Teams/Slack - Basic dashboards/spreadsheets Controls & Approvals You’ll Uphold - Dual-control banking (Accounting initiates; Owner approves—no bank access for this role). - Approval thresholds and new vendor verifications. - Exception logging and audit evidence retention. While performing the duties of this job, the employee will frequently move within the location; sit for extended periods; use a computer; engage in verbal communication; read and write; concentrate on tasks; reason and analyze information; and perform calculations. Note: This description indicates, in general terms, the type and level of work performed and responsibilities held by the team member(s). Duties described are not to be interpreted as being all-inclusive or specific to any individual team member. No Third Party Agencies or Submissions Will Be Accepted. Our company is committed to creating a diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. DFWP Opportunities posted here do not create any implied or express employment contract between you and our company / our clients and can be changed at our discretion and / or the discretion of our clients. Any and all information may change without notice. We reserve the right to solely determine applicant suitability. By your submission you agree to all terms herein.