Office Assistant

Crestwood, Ketucky

Role Overview

Job Description

Vintage Base Camp is hiring an organized administrative assistant to provide extraordinary customer service. Responsibilities include answering all phone calls and emails quickly and kindly, making existing office systems more efficient, buying materials for the office as needed, and planning travel arrangements and appointments for employees. Candidates should be great communicators who are driven and have great time management skills.

40 hours weekly 

Pay: $16.00 - $25.00 (compensation rate based on experience)

7 paid vacation days and 5 paid holidays

Duties

The ideal candidate will:

  • Update customer expense spreadsheet, with receipts and employee hours

    • Amazon,etc

  • Change vendor email addresses to info email 

  • Reconcile QB

  • Manage and pay operations expenses (rent, etc)

  • Take over client communication regarding paperwork after estimate is sent out

  • Calendar updates

    • Set reminder

    • Add phone number

    • Check time zone

    • Send invite to client

  • Take minutes during Zoom meetings

  • Update vendor information, ensuring accuracy and validity of information

  • Pay all invoices from vendors

  • Perform clerical duties, take memos, maintain files, and organize documents; photocopy, fax, etc. as needed

  • Arrange schedules for meeting off-site for local clients, as needed

  • Update staff calendars and organize schedules

  • Assist in planning company events, meetings, luncheons, and employee team-building activities or special projects as needed

  • Manage and maintain files, records, and correspondence for client meetings

  • Type documents, drafts, reports, spreadsheet development, data entry of inventory

  • Assist with travel and expense reports

  • Purchase, track, and invoice office supplies for the company (check with Dawn, Greg and Julie to see what they need sent to each location) 

    • Purchases approved by Greg

  • Maintain trusting relationships with suppliers, customers and colleagues

  • Arrange itineraries and executive correspondence

  • Call clients the day before they leave to explain directions, confirm that they are coming

Qualifications

​MINIMUM REQUIREMENTS:​

  • Attention to detail.

  • Ability to understand and communicate information.

  • Ability to read a tape measure.

  • Basic computer skills

  • Valid driver's license with good driving record.

  • High school diploma or equivalent.

Physical Demands

​The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:

  • While performing the duties of this job, the employee is regularly required to stand, walk, use hands to handle or feel; reach with hands and arms; and to talk or hear.

  • The employee must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 15 pounds and occasionally lift and/or move up to 25-50 pounds.

  • Specific vision abilities required by this job include close vision, peripheral vision and depth perception and ability to adjust focus.

  • The noise level in the work environment is usually moderate.

Reasonable accommodations maybe made to enable individuals with disabilities to perform the essential functions.