Job Location: Miami Lakes

Administrative Assistant

Executive Assistant

We are actively seeking an executive assistant to enhances executive's effectiveness by providing high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
 

Essential Function:

  • Answering phone inquiries, directing calls, and providing basic company information
  • Comfortable performing clerical duties, taking memos, maintaining files, and organizing documents. Photocopying, faxing, collating, etc., as needed.
  • Arranges travel, accommodation, itineraries, and all correspondence related to arrangements as needed.
  • Plans/organizes and implements events such as meetings, business luncheons, or client dinners
  • Manages executive schedule and acts as liaison for executive team
  • Prepares reports, presentations, and data, as well as maintaining files, records, and correspondence for meetings
  • Handles confidential information; organizes and maintains files
  • Prepares information and research for executive needs
  • May help plan company events, meetings, and employee team building activities or special projects.
  • Trains, manages, and supervises lower-level assistants, clerical staff, and receptionists

Education: Bachelor’s degree in business administration or related field preferred

 

Skills / Experience:

  • Comfortable in a fast-paced environment with multiple tasks and projects at hand
  • Able to organize and manage large amounts of files, tasks, schedules, and information
  • Self-directed and able to work without supervision
  • Energetic and eager to tackle new projects and ideas
  • Comfortable in both a leadership and team-player role, manages team members,

leads assistant meetings, and supervises when needed

  • Answers phone inquiries, directs calls for executive team
  • Able to perform all clerical duties, taking memos, maintaining files and confidential information, organizing documents as needed.
  • Excellent written and verbal communication skills
  • Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments/updating calendars a must.
  • Presentation Skills,
  • Able to concentrate on multiple problems/tasks at once
  • Excellent time management and prioritization skills
  • Minimum of 5 years of experience
  • Some travel involve
  • Bilingual a big plus with excellent written and verbal communication skills

Director of Finance

Director of Business Finance

Summary: Under administrative supervision, responsible for the company’s planning and forecasting process. This includes directing the annual operating plan for the income statement and balance sheet, quarterly forecasting, departmental budgeting, measurements of actual results versus plan and forecasts.

Essential Job Functions:

  • Directs the annual operating plan, which includes developing the budget schedule, improving the planning process, and management of the bottom-ups plan.
  • Develops and manages a bottom-up quarterly forecast process for revenues and expenditures and be able to assess opportunities and risks in the forecast. Communicate significant assumptions to senior management.
  • Leads the team that analyzes and measures actual results compared to forecast and plan.
  • Reviews with line managers and lead the development of corrective action plans where necessary.
  • Analyzes and communicates trends and other financial/operational relationships that may impact future financial performance.
  • Prepares budget and forecast presentations for the executive team.
  • Develops and maintains predictive financial and operating models.
  • Prepares and issues comprehensive long-term financial plans and forecasts.
  • Creates ad hoc reports as required by management to enable effective financial and operational decision-making.
  • Delivers financial presentations to key members of the executive team.
  • Carries out responsibilities in accordance with the organization’s policies, procedures, and state, federal and local laws.
  • Performs related duties as assigned.

 

Qualifications

 

Minimum Qualifications: Bachelor degree in Accounting or Finance. 6 years of experience in healthcare field. 3 years of management experience. Must have excellent computer skills. Strong written and oral communication skills. Able to work in a team environment. Able to work with minimal supervision. Any appropriate combination of relevant education, experience and/or certifications may be considered.

Required Knowledge and Skills:

Knowledge of:

  • Current Good Manufacturing Practices (cGMP), Food and Drug Administration (FDA), and other regulatory requirements.
  • Generally Accepted Accounting Principles (GAAP) and cost accounting methods.
  • Financial modeling and forecasting.
  • Systems and processes necessary to lead the budgeting and forecasting area.
  • Systems and processes necessary to manage the financial planning functions within a corporate finance department.
  • Principles of mathematical and statistical computations.
  • Pertinent federal, state and local laws, codes and regulations.
  • Leadership, direction, and supervisory principles and methods.
  • Business English usage, spelling, grammar and punctuation.
  • Business and personal computer hardware and software applications.
  • Recruiting, interviewing and selecting of applicants in accordance with established employment practices and methods.
  • Current Company policies, practices and procedures, including safety rules and regulations.

 

 

Skill in:

  • Analyzing problems, identifying alternative solutions, and implementing recommendations for resolution.
  • Interpreting and applying federal, state and local policies, procedures and regulations.
  • Preparing and administering large and complex budgets.
  • Researching, analyzing and evaluating financial data and communicating the trends to senior management.
  • Communicating clearly and concisely, both orally and in writing.
  • Directing, supervising, coordinating and delegating assignments, and reviewing the work of assigned department personnel.
  • Establishing and maintaining cooperative working relationships with others.

 

Human Resources and Payroll Manager

Carolyn Bailey
HR Payroll Manager
3 High Points:
#1 100 employees
Must have benefits experience. 
this is a critical piece
PEO experience? 
#2 Top down review of employee manual,/employee leasing experience
Policies
$65K, to start, 90 day review, bump up to $5K
 
The following is a list of the primary responsibilities for the Human Resource/Payroll Manager position.  This list is not meant to be all encompassing and it is expected that the person in this role will assist any area of the company business when asked.
 
PAYROLL ADMINISTRATOR
 
The payroll administrator position is responsible for collecting timekeeping information, incorporating a variety of deductions into a periodic payroll, and issuing pay and pay-related information to employees.  Responsibilities include:
 
1. Collect and review weekly timesheets; review benefit hours for accuracy
2. Check exempt and non-exempt statuses of employees
3. Obtain supervisory approval of timesheets
4. Obtain overtime approvals
5. Initiate payroll at appropriate time
6. Input quarterly sales commissions. 
7. Input of employee bonuses
8. Process garnishment requests for child support or IRS
9. Process 401(k) contributions
10. Process employee advances
11. Process and close periodic payrolls
12. Process direct deposit payments
13. Process paycard  payments
14. Calculate and deposit payroll taxes
15. Handle complaints or questions regarding discrepancies.
16. Manage compensation and severance packages
17. Process employment verifications
18. Process and issue annual W-2 forms to employees
19. Managing the flow of communication with the payroll provider if appropriate and insure that all taxes are paid on a timely basis.
20. Coordinate payroll data with the accounting department so it gets input correctly into Vision.
 
HUMAN RESOURCE MANAGER
 
The Human Resources Manager (HRM) guides and manages the overall provision of Human Resource services, policies, and programs for the company.  The HRM originates and leads human resource practices and objectives that will provide an employee-oriented; high performance culture that emphasizes empowerment, quality, productivity, and standards; goal attainment, and the recruitment and ongoing development of a superior workforce. The HRM is responsible for the development of processes that support the achievement of the organization's business goals.
 
Areas of Responsibility:
 
1. Recruiting and Staffing: 
• Establishes and leads the standard recruiting and hiring practices and procedures necessary to recruit and hire the workforce.
• Identify staffing agencies, head hunters and job posting sites that are suitable for the various positions within the company.
• Solicit, contract and oversee contract employees and agency contracts.
• Assist the managers in developing job descriptions for positions they are posting.
 
2. Organizational Departmental Planning
3. Performance Management and Improvement Systems
4. Employment and Compliance to Regulatory Concerns Regarding Employees
5. Employee Onboarding, Development, Needs Assessment, and Training
6. Policy Development and Documentation
7. Employee Relations
8. Company Employee and Community Outreach 
9. Compensation and Benefits Administration
10. Employee Safety, Welfare, Wellness and Health
11. Employee Services and Counseling
 
ADMINISTRATIVE MANAGER
 
1. Office Services – Solicit competitive bids and manage the service contracts for the company office including; office cleaning, coffee/water service, cell phones, entry carpet cleaning, copiers, and security.   Manage all aspects to administrate these functions including; employee access codes for security system and changing the front entry door access code as needed.
2. Travel Support – Provide support as needed for employee travel when the office administrative assistants are unable to do it.
3. Administration Manager – Solicit for administrative assistant resumes, coordinate interview of candidates with manager and appropriate staff members, assist managers with performance reviews, and coordinate positon coverage & scheduling when administrative assistants are out of the office. Contract with temp services for administrative support if needed during vacation vacancies.