Remote Office/Personal Assistant (Fully Remote) Job at DJH MECHANICAL CORP, New York, NY

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  • DJH MECHANICAL CORP
  • New York, NY

Job Description

Job Description

Job Description

Benefits:

  • Flexible schedule
  • Opportunity for advancement
Job Summary
We are seeking an organized and proactive Remote Office/Personal Assistant to join our team! The ideal candidate will be detail oriented, tech savvy, and possess excellent interpesonal skills to handle a variety of tasks including calendar management, bill tracking, and client communication. Tou will be stepping into a role with many hats to keeps things running smoothly. This position is fully remote.

Responsibilities
  • Create and maintain a comprehensive calendar of due dates, renewals, deadlines, recurring transactions, and important events.
  • Set reminders to follow up as needed for information, to maintain relationships, etc.
  • Monitor tax filings and payments due, including quarterly sales tax, annual returns, etc.
  • Monitor vehicle fleet for registration renewals, inspections, maintenance, oil changes, insurance, and parking tickets.
  • Track bills using QuickBooks and monitor due dates.
  • Review and pay bills by credit card and ACH from different accounts and save confirmations.
  • Remind clients of upcoming unpaid bills, overdue payments, and send monthly statements.
  • Track invoices that are overdue beyond 30, 60, 90, and 120 days, and follow up accordingly.
  • Communicate with clients, vendors, and agencies via phone and email.
  • Organize information in a spreadsheet and/or Monday board.
  • Save and organize contacts.
  • Open, scan, rename, and digitally organize files in Dropbox.
  • Review incoming scanned mail and flag for urgency and action items.
  • Interface with city and (NY and FL) state agencies such as the Department of Buildings (DOB), DMV, Department of Finance (DOF), and others as needed.
  • Book appointments, make reservations and register for events as needed.
  • Send professional emails, follow up on responses, and gather additional information as required.
  • Prepare and complete paperwork, including filling out PDF forms accurately.
  • Use cloud based software including Outlook, DropBox, QuickBooks Online, and Microsoft Office Suite.
Qualifications
  • Strong organizational skills, excellent communication skills, and a good attitude.
  • Knowledge of Mac computers and comfortable using different platforms and tools.
  • Ability to work well independently, handle multiple tasks and prioritize efficiently.
  • Familiarity with basic accounting principles.
  • Familiarity with the construction industry, or trades such as plumbing or HVAC preferred but not required.

This is a remote position.

Job Tags

Work at office, Flexible hours,

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