Administrative Assistant

Top Job

Located in Concord, MA

Salary: $28/hr

We are seeking an Administrative & Finance Coordinator for a consulting firm in Concord, MA. This role oversees key financial, administrative, and operational functions across the organization, ensuring accurate accounting support, smooth HR and facilities coordination, and efficient internal processes through tech-driven improvements.

 

Responsibilities

Finance Support

• Reconcile monthly American Express bills and collect/code invoices.
• Assist with monthly bank reconciliations and gather required documentation.
• Support monthly billing and collections.
• Reconcile insurance, prepaid accounts, fixed assets, and vacation accruals.
• Assist with annual audit, 990 prep, and year-end 1099 forms.
• Maintain accurate finance and administration files.
• Prepare consultant agreements and process consultant invoices.
• Recommend and draft improved procedures to streamline operations.
• Support annual vendor review and assist with board meetings, office events, and teacher training logistics.

HR Support

• Update HR and benefits materials on the intranet.
• Assist with benefits open enrollment.
• Support job postings, resume review, interview scheduling, and offer letters.
• Assist with onboarding and coordinate with IT.

Facilities

• Monitor facilities and coordinate with landlord and service providers.
• Manage main phone line and general email inquiries.
• Distribute mail/packages and maintain staff Zoom phone accounts.
• Track keys and parking stickers and monitor office supplies.
• Assist with event setup and breakdown.

General Administration

• Update intranet with new policies and procedures.
• Support the Board of Directors with meeting logistics, materials, travel, and reimbursements.
• Assist CEO and provide additional administrative support as needed.

 

Requirements

• Minimum 3 years of administrative experience required
• Accounting or bookkeeping experience strongly preferred
• Strong written and verbal communication skills
• Tech-savvy and comfortable learning new systems and tools

 

The hours are Mon-Fri 9AM-5PM. This is on site position with 1 day work from home. The pay is $28/hr.

 

Benefits:

• Competitive salary.
• Comprehensive health, dental, and vision insurance.
• 401(k) retirement plan with company participation/match
• Paid time off (vacation, sick leave, and holidays).
• Professional development opportunities.
• Collaborative and inclusive work environment.

 

 

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