Summary

We are seeking a highly organized, proactive Administrative Assistant to serve as the front-line support for our office operations. This role is critical to keeping daily administrative, accounting support, and office management functions running smoothly. The ideal candidate is detail-oriented, comfortable handling confidential information, and enjoys being a central point of contact for employees and visitors and providing “Grand Cru” customer service.

This position combines front desk responsibilities, accounting support, office management, and technology coordination in a fast-paced environment.

Essential Duties

Front Desk & Office Support

• Answer incoming phone calls and route inquiries appropriately
• Greet and assist guests at the front window and manage the will-call doorbell
• Monitor and manage the general company voicemail and info email inbox
• Maintain company phone lists, extension lists, and on-call schedules

Mail, Shipping & Check Processing

• Open, sort, and distribute incoming mail and packages
• Handle confidential mail with discretion
• Sort and process incoming checks
• Run AR check tapes to confirm deposits
• Prepare and mail signed AP and expense checks
• Coordinate outgoing shipments via FedEx, UPS, and USPS

Accounts Receivable (AR) Support

• Provide AR override codes in accordance with company policy
• Assist with entering and depositing customer checks
• Update customer accounts (payment terms, contacts, etc.)
• Respond to statement and invoice requests
• Create and maintain AR customer folders

Office Management & Supplies

• Manage office supply ordering, snacks, beverages, and kitchen inventory
• Coordinate coffee service and vendor orders
• Oversee holiday decorating and office organization
• Clean and maintain common areas including lobby and conference rooms
• Manage kitchen cleaning schedules and office-wide rotation lists

Technology & Asset Management

• Set up and support company iPads and office equipment
• Maintain asset tracking and accountability documentation
• Manage Verizon accounts and operations technology spreadsheets
• Coordinate printer/copier maintenance, toner ordering, and tech service calls
• Order new equipment as approved

New Employee & Employee Support

• Coordinate new employee setup, including:
  • Email signatures
  • Business cards
  • Name plates
  • Employee purchase and sample accounts
• Support the Director of Finance & Administration with credit card expense reporting

As a representative of Elite Brands of Colorado, it is critical that you present in a professional and courteous manner to all employees and customers.

Qualifications

• 2+ years of experience in an administrative, office management, or operations support role
• Strong organizational and time-management skills
• High attention to detail and accuracy, especially with financial documents
• Ability to handle confidential information professionally
• Comfortable using Microsoft Office (Outlook, Word, Excel) and learning new systems
• Excellent communication skills, both written and verbal
• Ability to multitask and prioritize in a fast-paced office environment

Preferred Skills

• Experience supporting accounting or finance teams (AR/AP exposure a plus)
• Familiarity with office equipment, shipping platforms, and basic IT troubleshooting
• Strong customer service mindset