Administrative & Marketing Assistant

Position Overview

Mac IT Solutions, now celebrating 10 years as South Texas’ largest Apple-centric IT company, is seeking an Administrative / Marketing Assistant to support the CEO. In this role you will simplify, organize, and track day-to-day operations while also assisting with marketing initiatives. Join our dynamic, fast-paced team where your contributions help streamline operations and drive client engagement. All your information will be kept confidential according to EEO guidelines.

Key Responsibilities

• Answering phones professionally, handling inbound sales and support calls, scheduling appointments, and creating support tickets in our PSA/CRM.
• Using company software to input and maintain client information.
• Setting up appointments with clients and prospects.
• Providing general office support including copying, scanning, preparing sales materials, and sending out notes or gift cards as needed.
• Assisting the CEO with email management, calendaring, and document preparation.
• Preparing sales documents and packages for meetings as assigned by the CEO.
• Updating forms and standard operating procedures related to assigned tasks.
• Processing onboarding for new clients, including setting up contracts in internal systems.
• Implementing and maintaining vendor management and relationships.
• Assisting with purchasing and ordering hardware, software, and licensing for clients or internal use.
• Managing office mail and shipments via UPS, FedEx, or USPS.
• Tracking company expenses and entering them into QuickBooks and/or Autotask.
• Handling accounting and invoicing tasks through QuickBooks and Autotask (PSA/CRM).
• Providing regular reporting to the CEO from various systems and assisting with general bookkeeping.
• Managing accounts receivables and payables.
• Onboarding new hires while ensuring HR and financial data remains confidential.
• Creating surveys and gathering market research data using both qualitative and quantitative methods.
• Implementing marketing initiatives, including working through training materials, managing client/prospect lists in the PSA/CRM, executing campaigns, attending webinars, revising web content, and coordinating newsletter printing and mailing.
• Following up with customers and acting as a liaison to improve overall service delivery.

Required Qualifications

• Must be technologically adept and familiar with Apple Computers.
• Possess a great, positive attitude with a willingness to learn and take initiative.
• Exhibit meticulous organizational, interpersonal, and strong verbal and written communication skills.
• Have experience with or the ability to quickly learn tools such as Autotask, Infusionsoft, Salesforce, or other CRMs.
• Demonstrate the ability to handle multiple tasks in a small business environment.