Administrative Assistant

Description

As an Administrative Assistant at STG/Blue Jay Communications, you provide essential administrative, project setup, and invoicing support for the Brooklyn and Youngstown office. Your role helps ensure projects are entered accurately, invoicing is completed timely, and critical business systems remain aligned and up to date. Working under the direction of the Operations Manager and accounting team, you serve as a key support resource for project managers, operational staff, and accounting personnel by maintaining accurate project information and providing day-to-day administrative support. Your attention to detail, organizational skills, responsiveness, and ability to manage multiple priorities help ensure efficient office operations and accurate project tracking from setup through invoicing.

Key Responsibilities

Project Setup & System Management

• Complete project setup and entry for new projects within established systems.
• Maintain accurate project data in Prism, Foundation, and the Super Tracker.
• Verify consistency and accuracy of project information across all systems.
• Monitor project records and update information as changes occur.

Invoicing & Financial Support

• Process invoicing for Youngstown and Brooklyn projects accurately and in a timely manner.
• Review project information prior to invoicing to ensure accuracy.
• Support invoice corrections, updates, and follow-up activities as needed.
• Coordinate with project teams and accounting personnel to resolve invoicing discrepancies.

Administrative & Office Support

• Answer and direct incoming calls and office communications.
• Monitor shared email inboxes and respond to requests or route information appropriately.
• Maintain office supplies and support general administrative needs.
• Provide administrative assistance to project managers and operational staff as needed.

Day-to-Day Activities

• Review emails and incoming requests for new project setup and invoicing activities. 
• Enter and update project information in Prism, Foundation, and Super Tracker. 
• Process invoicing for completed project work. 
• Verify accuracy and consistency of project data across multiple systems. 
• Monitor Work-In-Progress (WIP) reports and identify discrepancies requiring correction. 
• Communicate with project managers and team members regarding project information and invoice requirements. 
• Answer incoming phone calls and assist with office communications. 
• Maintain office supply inventory and coordinate ordering when necessary. 
• Participate in team discussions and follow up on outstanding administrative items.

Performance Goals

• Maintain accurate and timely invoicing and financial processing.
• Complete daily administrative and financial responsibilities accurately and within established deadlines.
• Promptly follow up on outstanding invoices, rejected invoices, payments, and assigned issues.
• Maintain accurate and organized administrative, invoicing, payment, and job-entry records.
• Provide reliable administrative support across the Cleveland and Youngstown offices.

Reporting Structure

• Reports directly to the Chief Financial Officer (CFO) with day-to-day direction from the Operational Manager.
• Collaborates regularly with the Accounting Team, Project Management Teams, and Administrative Staff.
• May receive additional day-to-day direction from internal departments based on the specific administrative task.

Your role as an Administrative Assistant at STG/Blue Jay Communications is critical to the success of the Brooklyn and Youngstown offices. Through accurate project setup, timely invoicing, system maintenance, and dependable administrative support, you help ensure projects move efficiently through the operational process while maintaining the integrity of company records and providing excellent support to both internal teams and external partners.

Requirements

• Technical Proficiency: Demonstrated expertise in utilizing tools such as Pathwave, Microsoft Office Suite, Foundation, and Paylocity 
• Financial Expertise: Proven experience in managing financials, including job costing, budgeting, forecasting, and reporting 
• Effective Communication: Strong ability to communicate with customers, team members, vendors, and internal stakeholders 
• Organizational Skills: Exceptional ability to track and update project progress using various tools and maintain comprehensive documentation 
• Leadership and Drive: Leadership that motivates cross-functional teams and promotes a positive culture