Title: Senior Administrative Assistant Location: Pittsburgh, PA Department: Commercial Services Full time Our growing Commercial Services Group is seeking a full-time Senior Administrative Assistant to join our corporate office in the Findlay Township area of Pittsburgh (near the Pittsburgh International Airport). Hybrid work from home will be an option once fully settled into job duties. This role is ideal for someone who enjoys keeping work organized while supporting a collaborative, fast-paced team. In this role, you will help drive the group’s success by: - Supporting the department VP in day-to-day business unit management through maintaining accurate records, databases, and project documentation and tracking business activity and project data to support operational reporting and decision-making. - Reviewing and formatting reports, proposals, and client deliverables with exceptional attention to detail. - Coordinating project and travel logistics to keep projects and teams running smoothly. - Providing professional administrative support through effective scheduling, communication, and client service. - Collaborating with a dynamic team to manage priorities, solve problems, and meet critical deadlines. What we’re looking for: - At least 5 years of administrative and/or office management experience in a professional office environment - Strong proofreading, editing, and document formatting skills - High proficiency with Microsoft Office products (Word, Excel, Outlook, Teams, SharePoint, PowerPoint) - Strong organizational skills with the ability to juggle multiple priorities and deadlines in a fast-paced work environment. - Excellent written and verbal communication skills with a client-service mindset - Ability to work both independently and in a collaborative, team-oriented environment - Flexibility, adaptability, patience, and problem-solving ability in a deadline-driven environment

• Support the control and update of SIC/SIP information for inpEV units and partners; • Respond to farmers via email and phone; • Responsible for scheduling deliveries to collection points, end users and linked units; • Issue return receipts for packaging; • Advise farmers on correct packaging return procedures; • Advise farmers on correct scheduling procedures; • Monitor document validity dates and report to the manager any renewal needs within predefined timeframes (e.g., licenses, permits and IBAMA); • Be familiar with internal regulations and applicable policies; • Keep Quality documentation organized; • Participate in ISO audits when required; • Complete and maintain all return records.

• Process and manage purchase orders across suppliers. • Maintain accurate records in Xero, including accounts payable and receivable. • Reconcile transactions and assist with month-end reporting. • Support invoicing, payment tracking, and expense management. • Assist with basic financial reporting and data reconciliation as the role develops. • Manage data entry across Unleashed (ERP) and Prospect CRM. • Process customer orders and maintain accurate order records. • Support general administrative tasks across the team as needed. • Help maintain product catalogues and internal documentation. • Coordinate shipping and freight bookings for imported containers and deliveries. • Track and follow up on supply chain timelines with suppliers and freight providers. • Support project coordination by maintaining documentation and tracking progress across active jobs. • Liaise with internal team members to ensure smooth handoffs between sales, operations, and finance.

Role Description Looking for Philippines-based candidates Job Role: Bookkeeper & Administrative Assistant Compensation range: $1,400 AUD - $1,800 AUD / Monthly Engagement type: Independent Contractor Agreement Work Schedule: This role is expected to align with the AU business hours (approx. 9 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time. This is a hands-on role sitting across bookkeeping, administration, and logistics coordination. You will work closely with three core team members to keep projects, finances, and supply chain operations running smoothly. The role starts with purchase order processing and foundational bookkeeping tasks, with a clear path to take on more responsibility as you grow into the business. Key Responsibilities - Finance & Bookkeeping - Process and manage purchase orders across suppliers. - Maintain accurate records in Xero, including accounts payable and receivable. - Reconcile transactions and assist with month-end reporting. - Support invoicing, payment tracking, and expense management. - Assist with basic financial reporting and data reconciliation as the role develops. - Administration & Operations - Manage data entry across Unleashed (ERP) and Prospect CRM. - Process customer orders and maintain accurate order records. - Support general administrative tasks across the team as needed. - Help maintain product catalogues and internal documentation. - Logistics & Project Support - Coordinate shipping and freight bookings for imported containers and deliveries. - Track and follow up on supply chain timelines with suppliers and freight providers. - Support project coordination by maintaining documentation and tracking progress across active jobs. - Liaise with internal team members to ensure smooth handoffs between sales, operations, and finance. Qualifications - Minimum 2-3 years of experience in bookkeeping, accounts administration, or a similar finance support role. - Proficiency with Xero. - Strong data entry skills with high attention to detail and accuracy. - Confident English communication skills, both written and verbal. - Comfortable working across multiple systems and managing competing priorities. - Proactive, organised, and able to work independently with minimal supervision. Requirements - Experience with Unleashed or a similar ERP/inventory management system. - Familiarity with Shopify or e-commerce order management. - Exposure to CRM platforms (Prospect, HubSpot, or similar). - Experience supporting logistics, freight coordination, or supply chain operations. - Background in building materials, construction supplies, or B2B wholesale industries. - Familiarity with AI productivity tools (ChatGPT, automation platforms). Work Arrangement & Expectations This is a remote role that will be set up as an independent contractor engagement. To ensure alignment and transparency, successful candidates will be expected to: - Disclose any existing ongoing roles or client work. - Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”).