Redstone Government Consulting
We are seeking an experienced, detail-oriented, and energetic Administrative Specialist to join our growing and dynamic team. The ideal candidate is a proactive multitasker with strong communication skills, excellent organizational abilities, and a professional demeanor. This role provides comprehensive support to visitors, staff, and leadership while also assisting with essential accounting functions, facilities coordination, and document management.
Key Responsibilities
General Administrative Support
- Perform general office duties including scanning, filing, greeting and assisting visitors, answering phones, routing calls, and taking messages.
- Format reports, client deliverables, and presentation materials with great attention to detail, grammar and visual appearance.
- Facilitate meetings, special events/conferences, office lunches, and similar activities.
- Manage shared calendars, schedule appointments, and avoid conflicts proactively.
- Coordinate travel arrangements including flights, hotels, transportation, and reservations as needed.
- Maintain subcontractor agreements.
Accounts Payable (AP)
- Review, verify, and process invoices from vendors or suppliers.
- Match daily receipts against bank statements, deposit slips and internal ledgers to ensure all funds match
- Address payment inquiries and assist with resolving issues related to same.
- Assist with audits by providing necessary documentation and reports.
Accounts Receivable (AR)
- Issue invoices to customers for products or services provided.
- Reconcile receivable balances and maintain accurate financial records.
Professional Correspondence & Client Communication
- Maintaining effective communication with clients is crucial, to include sending updates, managing inquiries, and preparing reports.
- Handle routine communications to free up consultants for higher-value tasks.
Document Management
- Organize and maintain important documents, such as contracts, proposals, and reports, ensuring all necessary information is readily accessible when needed
Requirements & Qualifications
Successful candidates will have a genuine desire and appreciation for supporting our team of consultants, managers, and executive team. This position requires in-depth knowledge of company operations, policies, and procedures, strong computer and internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside customers and suppliers. Requires ability to compile and analyze data and problems, determine approach, and prepare reports and recommendations. A professional demeanor with tact and evidence of the practice of a high level of confidentiality is necessary.
Candidates must have a high school diploma (associate’s degree preferred) and a minimum of two years in an administrative or customer service role. In addition, the following experience, skills and attributes are essential:
- Maintain polite and professional communication via phone, e-mail, and mail.
- Anticipate and communicate to determine the needs of others to ensure their seamless and positive experience.
- Work independently and as a team.
- Detail oriented with strong organizational skills and the ability to efficiently manage deadlines and prioritize workloads.
- Strong grammar and editing skills.
- Exceptional interpersonal skills.
- Proficient in the use of various software including word processing, spreadsheets, databases, and presentation software: Microsoft Office Suite.
- Experience with or the desire to learn Costpoint, Hubspot, and Adobe Pro.