Buyers Access has a great group of people that work as one solid team.

Home -- Join BA -- Employment   Administrative Coordinator Detailed Job Description The Position Buyers Access is seeking a self-motivated individual for the position of Executive/Office Assistant and Office Administrator, whose responsibilities include, but are not limited to: Executive Assistant to the President/CEO Coordination of business meeting and travel arrangements Preparation of presentation materials, letters and other correspondence as needed Completion of timely filed expense reports related to business activities Administrative/Office Assistant - Company wide Maintenance of office wide travel calendar Coordinate and prepare all regular mail and UPS/overnight shipments for the office (incoming and outgoing) Order office supplies for office and purchase consumable goods/supplies for kitchen Collect mail and distribute as needed – daily Payroll – maintain PTO summaries and individual detail concerning PTO earned/used during pay periods – coordinate maintenance of this activity (electronically via payroll processing) with personnel at ADP TotalSource Filing for various departments as needed, including maintenance and establishment of files and organization of new and existing hard copy as well as electronic versions/locations of files (this in particular with Accounting, Account Management (client files) and Sales Team departments). Assist with needs of other VP’s and departments as their projects require your cooperation – this may entail some overnight travel and related activities outside of the office Coordinate office “celebration” activities with the respective “Fun Times” committee when applicable or requested Maintenance and coordination of general overall “professional” appearance of office Sales Team assistance Send Sales letters for Transfer properties determined as sales leads by VP Sales & Marketing Create Executive Summary report for sales team Update clientele with ‘Correct Address’ based on the receipt of returned letter or purchasing guides Request CCA data from vendors, as well as, creation of manual property listing (PL) from source documents sent by sales team member · CCA Reporting – export to Intranet or continue on with what we have or – drop down to a Client list on the Intranet to send these to for the sales rep to hit, review, comment on, whatever - would also like to have this position work with VP-IT and get this to a web-based analysis and investigate whether this can be done by the sales reps and determine what is preventing that from taking place Creation of sales kits for sales team presentations Request account number setup from vendors for new enrollment (by sales team) Present contracts to Pres/CEO for signature, scan signed contract, send copy of contract to customer, update contract database (excel file) and file contract in binder Supplier Management assistance Maintenance of account numbers received by various vendors as requested Contacting suppliers re: “errors” in usage reports received Account Management assistance File enrollment, transfer and deletion forms at month end Creation, coordination and subsequent distribution of Welcome Kits for new enrollments (by sales team) and existing members (for account managers) Creation of Welcome Kits for training opportunities Coordinate credit application processing Facilitate account set up with suppliers on new accounts Follow up on contracts that have been issued for missing information, making sure of its receipt and filing Miscellaneous internal audit functions including property lists, regional manager property assignments Working with client exec. contacts and Acct Mgmt with data maintenance and related entry into Clientele database for current information (i.e. regional managers, email addresses, updated property listings (PL’s), hierarchy for reporting purposes, etc…) Assistance with Member Celebration event – receiving RSVP’s, putting together flight manifest, processing, printing out and mailing marketing materials Coordinate various email blasts (by property), including customizing materials for each property and distributing the info via email and/or fax. Assistance with Property Enrollment · Coordinate with Member Services to ensure timely set up of all new enrollments · Work with Account Manager to secure all required info · Execute and process all enrollments, transfer and deletions requested by Acct Mgmt team (transfers from AIMCO included) · Enrollments include: · Updating all systems (i.e. Clientele) · Distribution of guides · Account number request · Property Listing (PL) distribution · Assist VP – Acct Mgmt with specific client updates (adds, deletes, - monthly true up) Assist Acct Mgmt team to convert management companies to “New” contract Queries of AR status · Coordinator should be capable of running queries pulling AR information or building AR reports for questions coming from Acct Mgrs. · Sr. Acctg personnel will still be go to contact for changes or questions required in detail associated to invoices and future invoicing Assistance with Upper Level Initiatives · Standardization Efforts · MRO standardization · Run transaction level data reports · Put together MRO template for review by Acct Mgr · Assist Acct Mgr in distribution of implementation materials · Assist in monitoring compliance once program is rolled out · Floor covering, paint standardization, other · Run transaction level data report · Assist Acct Mgr in distribution of implementation materials · Assist in monitoring compliance once program is rolled out · Stapleslink · Put together property list with Stapleslink account numbers · Contact admin at mgt company for logo and AP contact · Liaise directly with VP – Supplier Mgmt to finalize set up Reporting-on-Demand · Be available to create ad hoc reports for the Acct Mgmt team as requested Exec Summaries · Run on a quarterly basis, update charts/graphs and distribute to the respective account managers Reporting Package · Create and distribute as requested a packet of reporting specific to a management company. · Determine standard contents of package to include cover letter, Acct Mgmt report, Member Usage report and others. · Run reports and format as requested · Distribute Accounting Department assistance – responsibilities include Accounting Clerk activities in the areas of: Accounts Payable Maintenance, control and reconciliation of “Petty Cash” funds Maintenance of Vendor files – addresses, W-9’s, etc. Voucher check requests into Dynamics - once a week Mail checks to vendors File check requests by Vendor Name Coordinate approval, maintenance and timing of payments for various Apartment Associations the company is affiliated with Coordinate and maintain credit activity associated with UPS billings for corrections in billings received. Accounts Receivable Apply checks received against open invoices in Dynamics - three times a week Make copies of checks applied and file by batch number and date Take checks to Bank for deposit – three times a week Assist with the coordination and mailing of Member and Supplier Invoices – once a month Collections Prepare 1st, 2nd and 3rd Notice mailing to Members (letter and past due invoice) Maintain fresh A/R list (90 day, 120 day, etc.) with comments from meetings (with Acctg Dept personnel or ‘Contact Person’) and collection calls. Make collection calls - At least three times a week Provide insight about possible non-collectable A/R Assist in following up with Acct Mgrs when they need to get more involved and stay with them assuring that follow through is taking place. Working with VP – Operations and Sr. Acctg staff in assisting with the refinement of the process and generation of letters as needed (i.e. new management companies dealing with transfers - letters to them as well as letter to existing client relating to transfer regarding the contract terms they have with BA) Track responses on ‘Final Collection’ letters to determine the need for legal counsel involvement Consolidate information packet for member to be sent to legal counsel (Notice Letters, Invoices, Contract) Other opportunities as assigned Relating to property transfers process Obtain necessary documentation from files, etc. relating to properties transferred during the previous month (copying outstanding invoices, pulling and making copies of contracts, emails, and related documentation) Prepare and send transfer letters, maintain master control list of transfer letters mailings (mail merge, stuffing of envelopes and related mailings). Create reporting to assist in tracking what’s taking place with the AR balances - # and $’s moving to Transfer Mgmt Co’s on a monthly basis. $’s outstanding in total and respective aging categories relating to Transfer Mgmt Co’s and progress being made relating to collection efforts on those respective balances. Skillsets Required Excellent written and oral communication skills, excellent organizational skills Self-motivated, detail orientated, self-starter, team player Flexible work schedule, willingness to take on new projects and grow within the position Full time office experience (2-5 yrs). Basic working knowledge of CRM (Customer Relations Management) applications, Microsoft Office applications (Outlook, Word, Powerpoint and Excel) and Accounting applications (Microsoft Dynamics – preferred). Resume and Contact email address If you are interested in this opportunity, please contact us by sending a cover letter and your resume to: admincoord (at) buyersaccess (dot) com