Administrative Specialist

Full Time (Salaried)
Austin TX, US
Posted on June 10, 2020

Zilker Partners is a full service Recruiting & Consulting Services company based in Austin, TX.  We are looking for an Office Administrator to join the team.

Job Responsibilities

Administrative Responsibilities:

  • Work closely with leadership to coordinate and schedule client meetings
  • Handle incoming inquiries and support activities for staff around compensation, benefits and one-off requests.  This includes internal Zilker Partners staff as well as our consultants.
  • Manage the weekly summary report for the Monday morning meetings and distribute to the team
  • Assist in on-boarding new internal employees 
  • Schedule and assist in planning social events for the internal team (Volunteering, Holiday party, happy hours, birthdays, etc)
  • Schedule external events with clients (happy hours, lunches, dinners, holiday functions)
  • Client On-boarding:
    • Responsible for creating and/or updating presentations and MSA’s
    • Manage and provide process documentation and guidance (invoices, time approvals, etc.)
  • Manage office expenses

Commissions, Invoicing & Payroll:

  • Enter contractor time into appropriate systems and reports on a weekly basis
  • Invoice clients and managing outstanding AR
  • Update budget and financial reports
  • Enter payments into systems and reconcile invoices
  • Calculate and manage internal team commissions
  • Calculate and process payroll (internal and external)
  • 401(k) plan administration
  • Audit corporate insurance and benefits

Delivery Team Support Responsibilities:

  • Collaborate with the recruiting team to publish (and possibly write) job requirements for the website through our ATS
  • Assist team in managing client and contractor touch points and scheduling
  • Schedule candidate interviews and send calendar invitations when appropriate
  • Order team appreciation gifts for contractors
  • Create and manage delivery reports for the management team
  • Work with our clients for candidate start date details and on-boarding coordination

Contractor Management:

  • Draft employment and consulting offer letters and manage the process (Gusto experience is a plus)
  • Manage the contractor on-boarding process 
  • Manage Benefits on-boarding and off-boarding 
  • Manage contractor time management and tracking (Manage users, time approval routing, invoice true up based on billable time)

Marketing & Communication:

  • Monitor marketing subscription list and content for outbound emails
  • Assist in scheduling outbound client, candidate and prospect communication
  • Manage social media accounts such as Facebook, LinkedIn and Twitter
  • Work with the internal team on Blog content discovery and management.  Work with our content writer on communicating the work and scheduling publications.

Required Skills & Qualifications

  • Experience managing payroll
  • Strong Excel/Google Sheets skills
  • Experience using Gusto, QuickBooks Online, Harvest is a Plus
  • Proven administrative experience with the ability to handle a variety of tasks 
  • Strong organization skills
  • Someone who considers them self and 'Athlete' who is willing to take on a variety of tasks and not be afraid to learn something new on a continual basis
  • Strong and transparent communicator
  • Team player with a positive attitude