Business Administrator

VesuvITas: Business AdministratorLocation(s): Blend of onsite/remote in Deerfield Beach, FLPosition Type: Full-Time Permanent Salary with Health, Vision, and Dental InsuranceCompany DescriptionVesuvITas is a trusted Contact Center Solutions and Consulting company with nearly 30 years of industry expertise, specializing in enhancing customer experiences through innovative and tailored approaches. Known for —Contact Center, Customer Experience, AI, Security, Analytics, and Cloud Migration— VesuvITas provides vendor-neutral and customer-centric solutions for businesses of all sizes. The organization focuses on designing comprehensive solutions that integrate people, process, and technology to optimize operations and boost customer satisfaction. By delivering secure and personalized customer experience technologies, VesuvITas fosters brand loyalty and drives business success.This is an exciting opportunity to get in on the ground floor with a growing technology sales and consulting firm. The Business Administrator should be capable of supporting business finance efforts (and have solid practical knowledge of accounting and bookkeeping). The candidate should have extended experience with MS Excel spreadsheets, Quickbooks software (or similar), and experience handling payments and invoicing clients. The candidate should have excellent business writing skills, business office and operations skills and especially a high attention to detail.In addition, the candidate must have a strong technology/technical aptitude or experience and/or ability to use automation tools, AI tools, and coordinate with IT to detail what is required for automation of your processes. We would welcome a highly technical person who has a great attention to detail that can learn the tasks required, but would also prefer someone who already has this experience.A great candidate for VesuvITas would be an energetic professional with a tireless attitude and a desire to work with a small but growing company with a lot of opportunity. A person for this role will not be looking for a 9-5 to be successful in this role as there is a LOT to learn for our specific industry and we are in a growth-mode. Furthermore we are launching 2 new businesses which we will be looking for Business operations and accounting support for those new companies as well.Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Additional background in HR and Payroll is also very helpful. Well organized, flexible and enjoys the administrative challenges of supporting an office of distributed employees. Due to the blended role of remote and onsite, candidate must be local to the Broward/Palm Beach area.Primary Responsibilities/Duties:QuickBooks Administration & ManagementMicrosoft Excel (complex & detailed spreadsheets, pivot tables, detailed formulas)Customer invoicing and all vendor paymentsFinance Process ManagementBest practices for bookkeepingOperational workflow decisions and documentationWorkflow Automation and AI enablement for finance and business operations work.Additional Responsibilities/Duties:Manage C-level executives' schedules, calendars, and appointments.Help support building out Statements of Work for new clients as needed.Manage the 3rd party Bookkeeping service until you bring this service in-house and properly account for all bookkeeping entries.Manage the 3rd party Accounting service, bring this service in house, and coordinate with Tax ServicesManage the 3rd party Payroll service and research and possibly replace the Payroll/Insurance services.Support with new employee processes and procedures.Assisting with travel arrangements and loyalty programsEnsure security, integrity, and confidentiality of client data.Prepare financial reports on a schedule to ensure efficiency.Maintain a safe and secure working environment.Requirements:Knowledge of office management responsibilities, systems and proceduresExcellent time management skills and ability to multi-task and prioritize workAttention to detail and problem-solving skillsExcellent written and verbal communication skills (multi-lingual a plus/not required)Strong organizational and planning skillsProficient in MS Office, MS Teams, Word, Outlook, & ESPECIALLY MS ExcelKnowledge of accounting, data and administrative management practices and proceduresKnowledge of business and management principlesComputer skills and high technical aptitudeDesire to leverage AI is a plusKey skills & proficiencies:Excellent CommunicationAnalysis and AssessmentJudgmentProblem SolvingDecision MakingPlanning and OrganizationTime ManagementAttention to DetailAccuracyInitiativeIntegrityAdaptabilityTeamworkDeveloping StandardsProcess Improvement