Job Description
Job Title: Accounting & Administrative Assistant
FLSA Status: Non-Exempt; Full Time
Location: Charlotte, NC
GENERAL POSITION SUMMARY
This position is responsible for performing a range of accounting and administrative functions and for
offering various bi-lingual support to Management and Japanese visitors (bi-lingual not essential).
ESSENTIAL JOB FUNCTIONS
1) Primary Job Functions
a) Provides General Accounting Support for the company;
By supporting the preparation of monthly reports for all ongoing projects based on work in
progress cost percentage basis by means of QuickBooks and excel; and by supporting
management with entry to Accounts Payable and Accounts Receivable in QuickBooks.
b) Provides Administrative Support including IT Support for the company.
By writing and distributing documents and other correspondence (to contractors, vendors,
internally, etc); by distributing mail and faxes when necessary; by accurately filing and
maintaining documents; by maintaining and modifying data; by making copies; by ordering
and maintaining office supplies and equipment; by researching, communicating, and
negotiating with vendors for best prices; by planning office activities and events; by
providing administrative support to President, General Manager and Project Managers as
necessary; by assisting with IT security maintenance and computer maintenance and
documentation as needed for the company and by assisting Management on other
administrative functions as requested.
c) Support Management and Japanese Visitors with Various Arrangements.
By providing translation support; by coordinating travel arrangements (hotel, rental car and
flight reservations, etc); by researching and negotiating various travel related services (i.e.
corporate rates for hotels, insurance for cars, etc); by arranging for apartments, car leases,
etc for longer term visitors; by advising visitors on various local issues and problems; and by
recommending local places to visitors for business and personal needs
2) Secondary Job Functions
a) Manages Time and Resources:
By using tools provided by the Company (phone, fax email) in order to maximize
productivity and to accomplish tasks on time
b) Keeps Management Informed:
By participating in meetings; and by reporting problems to Management verbally or in
writing to avoid confusion and further problems
c) Complies with Federal, State and Local Requirements:
By studying existing and new regulations; by adhering to requirements; and by filing reports
as necessary
d) Maintains Professional and Technical Knowledge:
By attaining job-related certification; by keeping up on industry trends; and by applying that
knowledge to the job
3) Common Job Functions
a) Contributes to the Team Effort:
By being flexible in work assignments even when crossing core functional lines within the
Company; by covering for other staff as needed; and by accomplishing tasks when
requested by Management
b) Acts on Constructive Feedback;
By being open to feedback from peers, Supervisors, and customers; and by using the
feedback to improve performance
c) Improves Processes;
By examining departmental work processes, research procedures, administrative
procedures, etc; and by recommending changes where appropriate
d) Upholds Word Standards;
By maintaining professional conduct and appearance; by realizing one’s own limitations and
seeking assistance when needed; and by using established communication channels
ESSENTIAL JOB REQUIREMENTS
1) Physical Requirements
a) While performing the duties of this job, the staff member is regularly required to sit ad walk
and hear; this staff member is occasionally required to stand, walk, use hands to pickup,
handle or feel, and reach with hands and arms
b) This staff member must occasionally lift and/or move up to 10 pounds
c) This position requires vision abilities such as close vision and the ability to adjust focus
2) Work Environment
a) The noise level in the work environment is usually moderate (i.e. working in a business
office with computers printers, and telephones)
b) The staff member may be required to travel for business and work beyond normal business
hours when necessary
EXPERIENCE/MINIMUM QUALIFICAIONS NEEDED
1) Language Skill
a) Ability to read, analyze, and interpret general business documents, forms and instructions.
b) Ability to write reports, business correspondence, and procedural manuals.
c) Ability to effectively respond to questions from Management, Staff, clients and the general
public.
d) Ability to communication verbally and in writing to individuals and groups.
2) Ability to effectively deliver presentations to Managers, Staff, clients and the general public.
Mathematical Skills
a) Ability to calculate figures and amounts such as discounts, interest, commissions,
proportions, percentages, area circumference, and volume
b) Ability to apply concepts of basic math, algebra and geometry to draw and interpret bar
graphs
3) Reasoning Skills
a) Ability to apply knowledge and sense of understanding to carry out detailed written or oral
instructions
b) Ability to deal with problems involving several concrete variables in situations where only
limited standardization exists
c) Ability to analyze and use various documents (Contract, purchase orders, etc)
4) Computer Skills
Ability to use a computer and such applications as Microsoft Windows, Word, Excel, Outlook
and PowerPoint and be able to design custom reports as necessary.
5) Other Skills
must be tactful, mature, flexible, and able to successfully respond to multiple work pressures by
prioritizing workload.
EDUCATION
1) Associate degree or equivalent and/or two to four years related experience or equivalent
combination and experience.
2) Accounting degree preferred.
