Administrative Assistant 

Position Summary

The Administrative Assistant serves as the communication and billing hub of Forty Second Street. This role manages incoming client communication, payment processing, account audits, and client record organization.

This position focuses on intake, documentation, billing, and communication routing.

Core Responsibilities

Client Communication

• Answer incoming phone calls
• Check and return voicemails daily
• Monitor and respond to business texts, Facebook messages, and Google review comments
• Manage the email inboxes
• Tag emails appropriately by client name
• Monitor client facing software for client alerts and notify the appropriate team member
• Request Google reviews after project completion

Billing & Account Management

• Run and process all client payments
• Send invoices and receipts
• Update payment methods on file
• Conduct collection calls twice per month
• Confidently handle late payment conversations
• Operate payment software for payment processing
• Conduct quarterly or bi-annual account audits
• Ensure domains, hosting, and third-party tools are properly billed
• Create and maintain Excel spreadsheets for audits

Organization & Records

• Keep client contact records updated and organized
• Maintain and organize Google Drive folders
• Upload and properly file design team assets
• Send welcome and thank-you cards to new clients
• Send quarterly marketing check-in reminders

Support

• Schedule client meetings when requested
• Support clients with questions and requests
• Assist the Owner and VP of Operations as needed
• Works well with whole team to relay messages when needed

Ideal Candidate Traits

• Organized and detail-oriented
• Confident handling billing discussions
• Seeks solutions before escalating questions
• Strong communicator
• On-time