Gemma Power Systems

Office Assistant

• Serve as the primary reception contact, welcoming employees and guests in a professional and friendly manner.
• Assist visitors with check-in procedures and guide guests to appropriate office locations, meeting rooms, etc.
• Receive, process, and distribute incoming and outgoing mail and packages timely.
• Manage main phone line, including answering, screening, and transferring incoming calls and recording and updating phone greetings and prompts.
• Manage multiple voicemail inboxes, including monitoring, screening, and distributing messages to the appropriate individuals in a timely manner.
• Collaborate with staff to support meetings and events, including managing conference room schedules, coordinating front lobby digital messaging, preparing meeting materials and spaces, coordinating food and beverage, including delivery or pickup when needed, resetting meeting spaces upon completion, and coordinating outside venues when requested.
• Support employees with a variety of administrative functions, including preparing and formatting documents and presentations, scanning, copying and printing documents, data entry, managing business card orders, supporting expense processing, processing invoices related to office supplies and services, and providing other general administrative support as needed.
• Assist with travel and lodging coordination, including airline reservations, lodging reservations, hotel authorizations as required, itinerary changes and other transportation needs, such as car rentals or train services.
• Assist with onboarding activities, including supporting new hire welcome packages, preparing Home Office workspaces, and supporting coordination of building access.
• Manage and maintain adequate inventory of all office and breakroom supplies.
• Maintain a clean, organized, and professional reception and common office areas.

Accountant

• Job cost reporting, forecasting, and administration
• Analysis of budget variances; other analyses as deemed necessary
• Preparation of quarterly forecasting reports
• Preparation of various journal entries to support the monthly financial close
• Reconciliation of various balance sheet and income statement accounts
• Maintaining records of monthly close documentation
• Reviewing of processes and procedures for improvement
• Periodic site visits to support finance initiatives
• Preparation of workpapers to support quarter end and year end requirements
• Coordination with external and internal auditors
• Documentation of Cost Accountant process manual; update as needed
• Documentation of financial process flow charts
• Effective communication with other Accountants, Supervisors, Managers, and project team
• Support and participate in collaboration activities to promote and implement process improvements