Remote Office/Personal Assistant (Fully Remote)

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Job Description

Job Description

Benefits:

  • Flexible schedule
  • Opportunity for advancement
Job Summary
We are seeking an organized and proactive Remote Office/Personal Assistant to join our team! The ideal candidate will be detail oriented, tech savvy, and possess excellent interpesonal skills to handle a variety of tasks including calendar management, bill tracking, and client communication. Tou will be stepping into a role with many hats to keeps things running smoothly. This position is fully remote.

Responsibilities
  • Create and maintain a comprehensive calendar of due dates, renewals, deadlines, recurring transactions, and important events.
  • Set reminders to follow up as needed for information, to maintain relationships, etc.
  • Monitor tax filings and payments due, including quarterly sales tax, annual returns, etc.
  • Monitor vehicle fleet for registration renewals, inspections, maintenance, oil changes, insurance, and parking tickets.
  • Track bills using QuickBooks and monitor due dates.
  • Review and pay bills by credit card and ACH from different accounts and save confirmations.
  • Remind clients of upcoming unpaid bills, overdue payments, and send monthly statements.
  • Track invoices that are overdue beyond 30, 60, 90, and 120 days, and follow up accordingly.
  • Communicate with clients, vendors, and agencies via phone and email.
  • Organize information in a spreadsheet and/or Monday board.
  • Save and organize contacts.
  • Open, scan, rename, and digitally organize files in Dropbox.
  • Review incoming scanned mail and flag for urgency and action items.
  • Interface with city and (NY and FL) state agencies such as the Department of Buildings (DOB), DMV, Department of Finance (DOF), and others as needed.
  • Book appointments, make reservations and register for events as needed.
  • Send professional emails, follow up on responses, and gather additional information as required.
  • Prepare and complete paperwork, including filling out PDF forms accurately.
  • Use cloud based software including Outlook, DropBox, QuickBooks Online, and Microsoft Office Suite.
Qualifications
  • Strong organizational skills, excellent communication skills, and a good attitude.
  • Knowledge of Mac computers and comfortable using different platforms and tools.
  • Ability to work well independently, handle multiple tasks and prioritize efficiently.
  • Familiarity with basic accounting principles.
  • Familiarity with the construction industry, or trades such as plumbing or HVAC preferred but not required.

This is a remote position.

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...

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