Administrative Assistant

iBusinessSolutions is seeking a highly organized detail-driven Administrative Assistant to support our finance operations sales and client-service functions. This role is ideal for a self-starter who thrives in a structured environment can manage multiple priorities and enjoys contributing to both internal operations and client-experience initiatives.

Key Responsibilities

Financial Administration & QuickBooks Management

• Maintain QuickBooks accounts for iBiz including:
  • Operating Account
  • OBC Account
  • NSF Account
  • Payroll Fees Account
  • Workers Compensation Trust Account
  • Tax Trust Account
• Complete bank reconciliations transaction entries billing deposits credit-card reconciliations and financial reporting.
• Prepare monthly and quarterly financial statements including:
  • Profit & Loss
  • Balance Sheet
  • Rolling 12-Month Averages

Accounts Payable & Insurance Administration

• Manage payables across the company.
• Oversee insurance programs: renewals payments documentation and compliance tracking.

Operational & Administrative Duties

• Conduct physical and remote bank deposits.
• Manage inbound and outbound mail.
• Administer the escheatment review process prior to any client notifications.
• Coordinate client engagement initiatives (Thinking-of-You cards recognition programs).
• Order office supplies and maintain inventory.
• Process monthly sales tax filings.
• DCS Scheduling Certs Pretty Committee Inspections/Project management and other administrative functions

Payroll & Billing Support

• Process payroll for iBiz.
• Manage American Funds remittances.
• Handle FBC monthly billing cycles.
• Support commissions processing.

Systems & Technology Work

• Maintain AgencyBloc records and updates.
• Serve as the internal Zoho Champion supporting workflows data hygiene and basic troubleshooting across Zoho applications.

Marketing/Sales Support

• Assist with coordination between iBiz and our advertising/marketing vendor.
• Support ongoing marketing initiatives including:
  • Campaign coordination and follow-up
  • Gathering and providing content as needed
  • Tracking performance updates or deliverables
  • Monitoring branding consistency across platforms
• Help organize marketing-related materials outreach efforts and promotional tasks.
• Support sales team in producing custom brochures and proposal materials.
• Provide administrative support for events campaigns or special projects as required.

Qualifications

• Experience with QuickBooks Online (required).
• Strong financial-administrative background including reconciliations and multi-account bookkeeping.
• Strong background in Microsoft Excel Word Outlook and Computers.
• Familiarity with payroll processes and billing cycles.
• Experience with CRM or agency-management systems (Zoho Commissions Processing preferred).
• Exceptional organizational skills and attention to detail.
• Ability to handle confidential information with discretion.
• Strong written and verbal communication.
• Experience with marketing and supporting a sales team to drive revenue.

What We Offer

• Supportive mission-driven team culture.
• Opportunities for cross-training and professional development.
• Competitive compensation based on experience.
• Stable long-term role with meaningful impact on company operations.