Admin Assistant

Job Title: Administrative Receptionist

Schedule: Monday-Friday 8:30 am – 5:00 pm

Reports to: Administration Department Manager

About Us

Legacy Four Management Solutions supports over 70 Kinsmith Finance locations across the Southeastern United States. Our teams—including a strong administrative department—play a critical role in ensuring operations run efficiently, accurately, and consistently across every location.

Position Summary:

The Administrative Assistant plays a key role within the Administration Department by managing core operational processes and ensuring follow-through across multiple areas of the business. This role partners closely with the Administrative Department Manager to support departmental operations, manage key processes, and ensure follow-through on critical initiatives. Responsibilities include vendor coordination, consumer feedback follow-up and reporting, inventory management, and compliance-related tasks. This position requires strong organization, attention to detail, and the ability to manage multiple priorities while maintaining accuracy, accountability, and consistency in all work.

Key Responsibilities:

· Manage vendor relationships, including communication, coordination, and issue resolution

· Track, follow up, and report on consumer feedback to ensure timely and accurate resolution

· Oversee marketing and office supply inventory, including ordering, tracking, and distribution

· Coordinate and support agent licensing processes, including applications, renewals, and compliance tracking

· Monitor and manage alarm systems, including issue tracking and vendor coordination

· Perform corporate credit card reconciliation and assist with expense tracking

· Maintain compliance-related inventory and ensure records are accurate and up to date

· Investigate and resolve billing discrepancies with vendors and internal teams

· Support department reporting and assist with process improvements as needed

· Provide backup support for the Administrative Receptionist, including answering calls and assisting with front office coverage as needed

· Ensure all tasks are completed in alignment with established processes and department standards

Desired Skills & Qualifications:

· Proficiency in Microsoft Office (Excel, Word, Outlook)

· Strong organizational and time management skills with the ability to manage multiple priorities

· High attention to detail and accuracy in all work

· Strong communication skills, both written and verbal

· Ability to work independently and follow through on tasks with minimal supervision

· Problem-solving mindset with the ability to investigate and resolve issues effectively

· Experience with vendor coordination, reporting, or administrative operations preferred

· Ability to adapt in a structured, fast-paced environment

· Professional demeanor with a positive, team-oriented attitude

· Willingness to support team needs and provide backup coverage when necessary

Why You’ll Love Working Here

At Legacy Four, you’ll be part of a structured and supportive team where your work directly impacts daily operations across multiple areas of the business. This role offers hands-on experience in vendor management, reporting, compliance, and operational coordination, giving you the opportunity to build a well-rounded administrative skill set. You’ll work closely with leadership and play a key role in managing processes, resolving issues, and ensuring follow-through on important initiatives. Our team values accountability, organization, and consistency, and provides a clear framework for success while supporting your growth and development.