iluma Agency specializes in integrated marketing programs for corporate and franchise brands. This position serves as a support for the corporate operations, including the finance, human resources, marketing, and day-to-day operations.
The Operations Admin Assistant will work closely with the COO daily to meet the needs of the company and provide executive support to the CEO, as needed. Tasks within this position are wide-ranging – inclusive of duties assisting with accounts receivables, recruiting, meeting and appointment set up, employee relations, and providing general admin support for internal company projects.
The ideal candidate will be reliable, trustworthy, and detail oriented. Knowledge of QuickBooks Desktop is a must. The ability to use online office systems, like Microsoft Office (Word, Excel, PowerPoint) and Outlook is required. This position will work with additional online systems as well, including the internal project management system and CRM.
This position is currently open only to candidates throughout Florida. Our company is remote.
Finance Admin Duties
QuickBooks Desktop Experience
– Setting up new customers
– Report generation for P&L, A/R, A/P
– Applied payments (ACH & credit card payments)
– Monthly billing cycles (end of the month, first of the month, prorated invoicing as needed)
– Month-end closings
Organization of internal billing documents inclusive of contract renewals, budgets, contract dates
Professional communication with clients and internal team members
Finance Admin Duties
Assist with talent acquisition from position posting to candidate follow up
Assist with employee review processes including probationary period and yearly review tasks
Assist with employee lifecycle needs, from onboarding to exit
Internal employee relations including ownership of the employee birthday gifts, contact information, and vacation requests
Executive Assistance Duties
Provide quality assurance on documents leaving the company, including proposals, employee documentation, internal correspondences, etc.
Set up travel arrangements
Scheduling of meetings and calls for CEO
Note taking for meeting and calls for CEO
Email list updates and CRM contact updates
Provide support to internal company projects, usually focused on organizing or seeking information and applying it to a requested deliverable
– 2+ years of QuickBooks Desktop experience
– Professionally working demeanor
– Self-starter with the ability to learn and keep knowledge
– Possess a can-do attitude
– Detailed and organized is a must
– Ability to work remotely
– Marketing knowledge a plus
– Marketing Agency or service-based industry experience is a plus
– Good sense of humor and willingness to have fun
Some applicants may be required to complete a skills test related to this position. Salary will be based on level of candidate experience.
ABOUT ILUMA AGENCY
– SFBJ Best Places to Work Nominee (2019 & 2016)
– Inc. 5000 Fastest Growing Companies
– Exciting “Agency Life” Company Culture
– Unlimited PTO, Health, 401K Options
iluma Agency is a digital marketing agency specializing in providing marketing programs for corporate and franchise brands. We provide integrated marketing services, often times mixing traditional and digital medias to boost results. Bolstered by experience in working with corporate brands since 2000, iluma Agency introduced a core competency to the franchise world to help these brands grow.
Driven by a devoted team of innovators, our company constantly evolves to remain on the cutting edge of digital marketing—which is the vision our founder and CEO, Aaron Lee, established nearly 20 years ago.
iluma Agency is consistently named one of the fastest growing digital agencies in the US and is a 3-time member of the Inc5000 and Best Places to Work firms.
Simply put, we help brands shine.