Administrative Assistant

Description

Position at LeadVenture

Administrative Assistant

The Administrative Assistant provides day-to-day administrative and operational support to ensure the efficient execution of core office activities. This role supports financial, procurement, and coordination processes, while also assisting with employee separation logistics and asset recovery activities in close partnership with HR, IT, and Payroll.

The Administrative Assistant plays a key role in maintaining organization, accuracy, and timely follow-through across administrative workflows, while coordinating across teams to ensure processes are executed consistently and efficiently.

Administrative & Office Support

Support day-to-day administrative operations to ensure smooth and efficient office functioning

Maintain accurate tracking of administrative tasks, requests, and deliverables to ensure timely execution

Organize and maintain administrative documentation and records for consistency and accessibility

Provide guidance to employees on general administrative processes and direct inquiries to appropriate teams

Office Operations & Coordination Coordinate administrative activities in support of the Administrative Manager and operations team

Partner with internal teams including HR, IT, Finance, and Facilities to support ongoing processes

Coordinate internal communications, announcements, and organizational activities with team leads

Manage permits and administrative requests with building management or external providers

Logistics, Events & Travel Coordination Prepare and manage shipping guides, including sending, receiving, and tracking packages

Coordinate logistics for internal events, including vendor communication and scheduling

Support execution of office activities and team events through planning and coordination

Track shipments and follow up to ensure timely delivery, escalating issues when needed

Financial & Reporting Support Support creation, tracking, and follow-up of supplier and service quotations

Assist with procurement of office supplies, materials, and employee-related resources

Coordinate purchasing of equipment and materials for new hires through approved vendors

Maintain tracking of expenses and procurement requests to support financial visibility

Asset, IT & Inventory Support Coordinate onboarding logistics by preparing and distributing equipment for new hires

Maintain tracking of company assets and support inventory organization

Coordinate with IT to validate return and condition of company equipment

Support recovery of IT equipment, including coordination with vendors and shipment tracking

Team & Operational Support Support cross-functional workflows by coordinating tasks and ensuring follow-through across teams

Maintain status updates and provide visibility into progress of administrative and lifecycle processes

Identify delays or issues and escalate as appropriate to ensure resolution

Support continuous improvement of administrative processes through documentation and feedback

External & Communication Support Communicate directly with employees and former employees regarding administrative processes and requirements

Provide clear instructions for documentation completion and process steps

Coordinate submission, tracking, and follow-up of required documentation

Share completed documentation with HR and Payroll and confirm process completion

Follow up on outstanding items to ensure closure of administrative processes

Employee Lifecycle Support (Separation & Asset Recovery) Support end-to-end coordination of employee separation documentation, including sending, tracking, and receiving signed documents

Guide employees through documentation requirements to ensure compliance and timely completion

Generate shipping guides and coordinate return of signed documents and company equipment

Track progress of each case and provide regular updates to HR

Report and document issues such as delays, non-responsiveness, or incomplete documentation

Notify Payroll once requirements are met to support timely release of final payments

Follow up with former employees to confirm completion of payments and support case closure

Who we are:

LeadVenture is the market-leading SaaS provider of digital retailing, eCommerce, digital marketing and eCatalog solutions for dealerships across 12 industry verticals including powersports, marine, RV, pre-owned auto, agriculture and more. Our family of brands includes Dealer Spike, Dealer Car Search, Frazer, Net Driven, Direct Communications, Inc. (DCi), Powersports Support, Level 5, PSM Marketing, Monroney Labels, and Interact RV. We are an international company with offices located in the United States, Mexico (LeadVenture MX), Belize (Dealer Spike Belize), India and The Netherlands. Together, we are LeadVenture.

LeadVenture provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, LeadVenture complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation, and training.

LeadVenture expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of LeadVenture employees to perform their job duties may result in discipline up to and including discharge.