Office Administrator

Job Overview We are seeking a dynamic and highly organized Office Administrator to join our team! This vital role ensures the smooth and efficient operation of our office environment, providing exceptional administrative support across multiple functions. The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills to foster a productive workplace. As an Office Administrator, you will play a key role in managing daily office activities, supporting staff, and maintaining a welcoming atmosphere for visitors and clients alike. Duties Manage front desk operations, including greeting visitors and handling multi-line phone systems with professionalism and courtesy Accounts Receivable (AR) Duties Generate and issue customer invoices accurately and on time. Monitor customer accounts and track outstanding balances. Process incoming payments, including checks, ACH, wire transfers, and credit cards. Follow up on overdue accounts and collect outstanding payments. Reconcile accounts receivable records and resolve discrepancies. Prepare aging reports and communicate collection status to management. Maintain accurate customer records and payment histories. Assist with month-end and year-end closing activities. Respond to customer billing inquiries and resolve disputes. Accounts Payable (AP) Duties Review, verify, and process vendor invoices for payment. Match invoices with purchase orders and receiving documents. Schedule and prepare payments through checks, ACH, or wire transfers. Reconcile vendor statements and resolve payment discrepancies. Maintain accurate vendor files and payment records. Monitor accounts to ensure timely payments and avoid late fees. Assist with month-end closing and account reconciliations. Prepare reports related to expenditures and cash flow. Ensure compliance with company policies and accounting procedures. Oversee calendar management and scheduling for meetings, appointments, and events using productivity software such as Microsoft Office and Google Workspace Perform data entry, filing, and document proofreading to ensure accuracy and organization of all office records Assist with bookkeeping tasks using QuickBooks or similar accounting software to support financial record-keeping Coordinate office supplies procurement, inventory management, and vendor communications to maintain operational efficiency Provide exceptional customer service by addressing inquiries promptly and supporting client needs both in person and over the phone Support administrative tasks such as copying, scanning, email correspondence, and maintaining a tidy front desk area Proven experience in office management or administrative roles with strong clerical skills Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, and productivity tools Familiarity with QuickBooks or other bookkeeping software is highly desirable Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced environment Strong typing skills coupled with attention to detail for proofreading and data entry task Other office duties resposibilities may follow Ability to manage time efficiently while juggling multiple responsibilities with a positive attitude. Join us as an Office Administrator where your organizational talents will help create a seamless office experience! We value energetic professionals who thrive on making impactful contributions every day. This paid position offers an exciting opportunity to develop your skills while supporting our vibrant team. Pay: From $30.00 per hour Benefits: 401(k) Dental insurance Health insurance Life insurance Paid time off Vision insurance Work Location: In person

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