Type: Full Time
Posted Date: 2026-06-05
Pay Range: 60000.00 - 75000.00 USD per year
Primary Function
The Administrative Assistant is responsible for client communications, and related administrative duties for the organization's division providing these services. This is an important role in the daily ongoing process of bookings, resource allocation, and rectification.
Duties & Responsibilities
The Administrative Assistant receives internal and external client communications/requests and process them into the department's bookings and trouble ticketing system.
The Administrative Assistant ensures that all incoming requests, for the audio and video technical services are properly channeled.
The Administrative Assistant acts as a focal point maintaining communications with clients on department services; including providing description of services, estimates and follow up communications on billing etc.
Under the direction of area supervisors, the Administrative Assistant provides schedules and estimates of effort and costs to clients.
As required, the Administrative Assistant enters, creates, and edits bookings in the databases used by the department.
The Administrative Assistant maintains electronic files for services provided, client billing, tracks costs against billed amounts and reviews incoming payments.
The Administrative Assistant prepares, processes and follows-up on billable and non-billable activities.
The Administrative Assistant may prepare statistical and financial reports on bookings, usage, utilization, billing, and inward payments.
The Administrative Assistant reviews the booking procedure and provides recommendations to improve and develop those procedures.
The Administrative Assistant develops, maintains, and implements procedures for data entry, data cleaning, documentation etc.
The Administrative Assistant makes recommendations and assists in effective data, capture, extraction, and analysis.
The Administrative Assistant drafts routine correspondence and performs other duties as assigned.
Skills & Qualifications
Have expertise in Microsoft Office, particularly Excel and Power BI.
Have familiarity with fee arrangements, including hourly billing, service flat fee billing, and other alternate fee arrangements.
Familiarity with audio visual production and /meeting/ conference / event practices is desirable.
The Administration Assistant works with the Accounts Receivables and Accounts Payable Team to ensure payments are received and that the billing process runs smoothly; Coordinate costs corrections as needed. Identify and participate in process improvement initiatives and opportunities to build efficiencies into existing reporting routines.
Ability to anticipate work needs; proactive in identifying billing/accounting issues and providing solutions to Conferences and Operations leadership.
Education & Experience
The Administration Assistant must have experience working with filing, payroll, billing, timekeeping, scheduling, systems including software such as Ceridian, Paychex, Kronos, SAP or similar.
Bachelor's Degree in Accounting, Business or Computer Science or related field is preferred.
Demonstrated post-High School training in Accounting, Business or Computer Science or related field is required.
3+ years' professional office billing management, or television, theatre, music or other commercial-production, administrative experience.
Customer Service Commitment:
TeamPeople, a division of System One, is an organization dedicated to providing superior customer service. Outstanding customer service encompasses everything from performing the technical, creative and operational aspects of our jobs to the best of our ability, to going the extra mile to assist our customers and colleagues in any way. TeamPeople not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.
We respect, value and celebrate the unique attributes, characteristics and perspectives that make each person who they are. We also believe that bringing diverse individuals together allows us to collectively and more effectively address the issues that face our customers. It is our aim, therefore, that our partners, strategies and investments reflect these core values. TeamPeople is dedicated to providing superior customer service and is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.
TeamPeople, a division of System One, is an organization dedicated to providing superior customer service. Outstanding customer service encompasses everything from performing the technical, creative and operational aspects of our jobs to the best of our ability, to going the extra mile to assist our customers and colleagues in any way. TeamPeople not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.
We respect, value and celebrate the unique attributes, characteristics and perspectives that make each person who they are. We also believe that bringing diverse individuals together allows us to collectively and more effectively address the issues that face our customers. It is our aim, therefore, that our partners, strategies and investments reflect these core values. TeamPeople is dedicated to providing superior customer service and is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.
