Administrative & Marketing Assistant

Mac IT Solutions is embarking on our 10th year in business as the largest Apple-Centric IT company in South Texas. We run a fun & fast paced full-service consulting firm focused on professional clients using 10-50 Macs. We employ Apple certified technical coordinators & support professionals while also leveraging a Microsoft Silver Partnership for integrating with Windows systems and Microsoft Cloud products. We welcome highly skilled professionals to apply to become a part of our small team.

Mac IT Solutions is seeking an Administrative / Marketing Assistant to assist the CEO. This talented assistant will leverage the CEO’s vison & ability to create results and act as a resource to simplify, organize, and track the day-to-day operations providing confidence & peace of mind that nothing is overlooked. 

This job requires a variety of skills. Some we can teach you, some we want you to have when you show up. Primarily, it requires a great, positive attitude and a willingness to jump in and learn new things.  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.  

• Answering Phones – Professionally handle inbound sales & support calls, scheduling appointments, and creating support tickets in our PSA/CRM.

• Use company software to input & maintain client information

• Setup appointments with clients & prospects

• General office support (copying, scanning, preparing sales materials, sending out notes & gift cards when requested)

• Assist CEO with email, calendaring, document preparation as requested

• Prep sales documents and packages for sales meetings assigned by the CEO

• Update forms and SOPs regarding assigned tasks or processes

• Process on-boarding for new clients to include setting up contracts in internal systems

• Implement & maintain vendor management & relationships

• Assist CEO & staff with purchasing & ordering hardware, software, & licensing for clients or for internal use

• Retrieve office mail and manage UPS/FedEx/USPS shipments

• Track all company expenses and enter in to QuickBooks and/or Autotask

• QuickBooks & Autotask (PSA/CRM) accounting and invoicing.  

• Provide regular reporting to the CEO from multiple systems

• General bookkeeping & reporting to keep us up to date with our CPA

• Handle accounts receivables & payables

• On-boarding of new hires and keeping all HR & financial data confidential

• Create surveys and obtain useful information by engaging in market research through different method or qualitative and quantitative measures

• Implement Marketing Initiatives

o Utilize MSP Blueprint

o Work through training materials & audio programs

o Manage & maintain client & prospect lists in company’s PSA/CRM for marketing campaigns, newsletters, and surveys

o Implement and execute marketing campaigns

o Attend webinars and accountability meetings weekly

o Assist with revising web content based on on-going campaigns

o Use marketing strategies to obtain new leads

o Assist with monthly newsletter printing & mailing

o Follow up with customers as requested by CEO or staff

o Act as customer liaison to improve overall service delivery

Must be technologically adept and familiar with Apple Computers. We are a tech company so while we don’t need you to fix computers, you should have experience with and know your way around a Mac. The more experience the better. Must have meticulous organizational, interpersonal, and communication skills; both verbal & written. Must be passionate about helping others, possess a willingness to learn, work in a small business environment of 5-10 employees and become a part of our team’s culture. Experience with Autotask, Infusionsoft or other CRMs such as Salesforce and/or experience in the IT industry are a big plus.

All your information will be kept confidential according to EEO guidelines.