Administrative Assistant, Part Time

Founded in Philadelphia in 2010, Wash Cycle Laundry is the fastest, most convenient and sustainable way for urban businesses to do laundry. We are a triple-bottom line social enterprise committed to creating a launching pad into upwardly mobile careers, especially for people with histories of incarceration and homelessness, who make up over half of our team.  We are also working to push the boundaries of environmental sustainability, adopting cutting-edge green technologies inside the plant and pioneering the use of cargo bikes for urban laundry delivery.

Job Summary: As the Part-Time Administrative Assistant to the CEO, you will play a crucial role in ensuring the smooth operation of the executive office. Your primary responsibility will be providing comprehensive administrative support and handling a range of tasks. This part-time position requires you to work in-person and occasionally make trips to the post office to manage mail-related tasks. You should be proficient in digital and paper filing, as well as familiar with web applications. Additionally, you will work closely with our accounting team to assist with check runs and vendor payments.

Key Responsibilities:

1. Mail Management:
   • Visit the post office regularly to check incoming mail and retrieve packages.
   • Sort and organize mail to ensure the CEO receives it in a timely manner.
   • Scan and digitize documents received by mail, and file them appropriately.
   • Dispatch relevant documents to the respective departments for follow-up and action.
   • Maintain an organized filing system for both physical and digital records.
2. Digital and Paper Filing:
   • Organize and maintain electronic files, using user-friendly naming conventions and structure.
   • Create and manage a well-structured digital filing system using web applications.
   • Digitize physical documents using scanning equipment and store them accurately in digital format.
   • Retrieve files, both physical and digital, as needed for reference and distribution.
   • Ensure files are consistently updated, organized, and easily accessible for quick retrieval.
3. Administrative Support:

• Prepare and distribute meeting agendas, minutes, and other materials as needed.
• Assist with document preparation, editing, and formatting tasks.
• Conduct research and compile reports, presentations, and correspondence.
• Handle confidential information with the utmost discretion.

1. Check Runs and Vendor Payments:
   • Collaborate with the accounting team to prepare check runs for the CEO's signature.
   • Print and organize checks for vendor payments, ensuring accuracy and timely processing.
   • Coordinate with the CEO to obtain necessary approvals for check signing.
   • Prepare and package checks for mailing to vendors or arrange for pickup as required.
   • Maintain proper documentation and records related to check runs and vendor payments.
2. Special Projects:
   • Assist with special projects and initiatives assigned by the CEO.
   • Support cross-functional teams and departments as needed.
   • Continuously seek opportunities to improve administrative processes.

Qualifications and Requirements:

• Previous experience as an administrative assistant or in a similar role is preferred.
• Proficiency in using web applications and digital filing systems.
• Excellent organizational and time management skills.
• Strong attention to detail and the ability to multitask effectively.
• Excellent verbal and written communication skills.
• Discretion and the ability to handle sensitive information confidentially.
• Friendly, professional demeanor with the ability to interact with individuals at all levels.
• Flexibility to work part-time hours and make occasional trips to the post office.
• Familiarity with paper and digital filing systems and best practices is essential.
• Basic understanding of accounting processes and experience with check runs is a plus.

Compensation and Schedule:

• Pay rate: $17 to $20/hour.
• Schedule: 8 to 12 hours per week
• Location: reporting to the CEO's office at 4th and Chestnut
• The position is part time.

About Wash Cycle Laundry

Wash Cycle Laundry was founded in 2010. We provide commercial and hotel laundry services to everybody from owner-operated hair salons to global airline and hotel brands. We serve amazing businesses in Boston, Philadelphia, Baltimore, and Washington, DC.

Wash Cycle Laundry is a CORI-friendly, equal opportunity employer and is dedicated to second-chance hiring. Since the business began, we have consistently recruited, hired, and promoted individuals with a background of incarceration, justice system involvement, homelessness, recovery from substance use, use of public benefits, and other significant sources of life disruption.

We look forward to reading your application!

--

Sobre Wash Cycle Laundry

Wash Cycle Laundry fue fundada en el 2010 como un servicio de lavandería y alquiler de lencería hotelera y comercial. Brindamos servicios de lavandería comercial y hotelera a muchas empresas, desde salones de belleza operados por propietarios hasta marcas globales de aerolíneas y hoteles. Brindamos servicios a empresas increíbles en Boston, Filadelfia, Baltimore, y Washington, DC.

Wash Cycle Laundry es un empleador compatible con CORI que ofrece igualdad de oportunidades y se dedica a la contratación de segunda oportunidad. Desde que nuestra empresa inició, hemos reclutado, contratado y promovido constantemente a personas con antecedentes de encarcelamiento, presencia en el sistema judicial, personas sin hogar, personas en recuperación del uso de sustancias, uso pasado de asistencia financiera por parte del estado y/o cualquier otras situaciones significativas que han podido interrumpir o afectado sus vidas.

Esperamos leer su solicitud!