Sales / Admin Assistant

Job Type: Location Type: Remote: open to residents of specific US states

 

• Job Details:
• Job Title: Sales / Admin Assistant
• Working Location: Cincinnati, OH 45230
• Employment Type: Part-time (up to 25 hrs a week)
• Salary: DOE ($19-23 per hr)
• Working Hours: Flexible work arrangements to support work-life balance! (between 9-6)
• Language: English/Japanese (preferred)
• Visa Support: No• Job Summary:
We are seeking a team member who will support sales by providing documentation, onboarding assistance, and customer surveys, while also managing expense reporting, invoicing, payroll, and financial reporting.

• Key Responsibilities
Sales/Admin Support

• Maintain accurate and up-to-date documentation, ensuring seamless communication with the sales team.
• Provide ongoing support to the sales team and HR department to ensure smooth operations.
• Contact clients to collect missing information or address inquiries in a timely manner.
• Oversee contractor onboarding workflows, ensuring all necessary documentation is completed.
• Manage the customer survey process and maintain related data for analysis and reporting.
• Serve as the primary point of contact for customers, vendors, and internal teams.
• Collaborate across departments to support the execution of sales processes and internal operations.
• Ensure all documentation aligns with company policies and industry standards for accuracy and compliance.
• Provide general administrative support as needed, including scheduling, document preparation, and correspondence.
• Assist in purchasing activities and vendor coordination to meet departmental needs.
• Onboard new employees, ensuring the collection and completion of all necessary documentation.
• Collect and track employee timesheets to ensure accurate payroll processing.
• Track candidate placements, onboarding timelines, start dates, and assignment details.
• Conduct background checks and manage compliance documentation for new hires and contractors etc.

Accounting & Finance Support

• Manage and oversee the expense reporting system
• Review and process expense submissions
• Generate and distribute invoices to clients; maintain detailed records
• Track payment status and follow up on overdue payments
• Collaborate with the finance team to ensure accurate billing processes
• Assist in resolving discrepancies and addressing customer inquiries
• Support accounts payable (AP) and accounts receivable (AR) functions
• Administer payroll processing
• Update and maintain regular financial performance reports etc.

• Requirements
• 2+ years of experience in administrative, accounting, or sales support roles
• Strong organizational and communication skills
• Strong attention to detail
• Ability to handle confidential information with discretion
• Proficiency in Microsoft Office and Outlook
• Ability to manage multiple priorities and meet deadlines

• Preferred:
• Familiarity with AP/AR processes and expense reporting systems (e.g., Bill.com/ Divvy, QBO)
• Experience working with remote teams
• Prior experience in a sales or finance department
• Knowledge of CRM or ERP systems
• Payroll experience
• Understanding of HR compliance and staffing industry practices