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Receptionist/Office Administrator-Accounting & Executive Support (Norco, CA)
Perfect Margin Door Company, Inc.
2068 Second St
compensation:
$23-$29 per Hour
employment type:
full-time
experience level:
entry level
job title:
Receptionist/office Administrator
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Perfect Margin Door Company is an established commercial construction subcontractor specializing in the furnishing and installation of commercial doors, frames, and hardware throughout Southern California.
We are seeking a dependable, professional, highly organized, and detail-oriented Receptionist / Office Administrator to join our team.
This is a multifaceted position combining front-office reception, telephone communications, mail processing, accounts payable and receivable support, general office administration, and executive administrative assistance.
The ideal candidate is someone who takes ownership of their responsibilities, demonstrates excellent judgment, maintains confidentiality, communicates professionally, and can effectively manage multiple assignments in a busy office environment.
We are looking for someone who is proactive, resourceful, comfortable working independently, and willing to assist wherever needed. This position provides an opportunity to become an important part of our company's daily operations and administrative team.
JOB RESPONSIBILITIES
Reception & Telephone Communications
Professionally answer, screen, and direct incoming telephone calls.
Greet visitors, customers, vendors, employees, and other guests in a courteous and professional manner.
Take accurate messages and ensure timely communication with appropriate personnel.
Monitor and respond to general company email inquiries.
Assist customers, vendors, and employees with routine questions and requests.
Maintain a professional, welcoming, and organized front-office environment.
Coordinate incoming and outgoing communications between office personnel, management, customers, and vendors.
Mail Processing & Office Correspondence
Receive, sort, distribute, and process incoming mail and deliveries.
Prepare outgoing mail, correspondence, packages, and shipments.
Open, review, scan, and electronically distribute incoming documents as appropriate.
Identify invoices, statements, checks, notices, and other time-sensitive correspondence and route them appropriately.
Maintain organized electronic and physical filing systems.
Prepare, format, proofread, and distribute business correspondence, letters, forms, and other documents.
Track and follow up on important correspondence requiring action or response.
Accounts Payable & Accounts Receivable Support
Receive, review, organize, and process vendor invoices and statements.
Assist with matching invoices to purchase orders, receipts, and supporting documentation.
Enter and maintain accurate accounts payable information in company accounting systems.
Assist with preparing vendor payments and maintaining payment records.
Identify and communicate discrepancies involving invoices, payments, and vendor accounts.
Assist with customer invoicing, payment tracking, and accounts receivable records.
Record and organize incoming customer payments and remittance information.
Assist with customer account statements, payment inquiries, and collection follow-ups.
Communicate professionally with vendors and customers regarding accounting-related matters.
Maintain accurate and confidential financial records.
Assist accounting personnel with reconciliations, reporting, document preparation, and other routine accounting assignments.
Executive & Management Administrative Support
Provide administrative assistance to company executives and management personnel.
Prepare professional letters, reports, spreadsheets, presentations, and business documents.
Assist with scheduling appointments, meetings, and other business activities.
Organize, prioritize, and track assignments, deadlines, and follow-up items.
Handle sensitive business, employee, customer, and financial information with discretion and confidentiality.
Assist with research, information gathering, and special administrative projects.
Coordinate communications and document requests between management and other departments.
Assist with preparing and maintaining internal procedures, forms, and administrative records.
Anticipate administrative needs and take initiative to resolve routine issues.
Perform additional executive administrative assignments as directed by management.
General Office Administration
Maintain organized electronic and physical office records.
Scan, copy, file, retrieve, and distribute documents.
Perform accurate data entry and update company databases and management systems.
Maintain office supplies and coordinate purchasing and replenishment.
Assist with coordinating office equipment, service providers, and routine facility needs.
Support employee onboarding and personnel documentation as assigned.
Assist with preparing forms, applications, reports, and other administrative paperwork.
Coordinate with accounting, purchasing, project management, and field personnel as needed.
Help develop and maintain efficient office procedures and organizational systems.
Identify administrative inefficiencies and recommend improvements.
Perform other general office and administrative duties as assigned.
REQUIRED QUALIFICATIONS
Previous experience in an office administrative, receptionist, clerical, or similar professional office position.
Excellent verbal and written communication skills.
Professional and courteous telephone etiquette.
Strong organizational skills and exceptional attention to detail.
Dependable, punctual, and committed to consistent attendance.
Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
Comfortable using computers, business software, and electronic document management systems.
Strong typing, data entry, and document preparation skills.
Basic understanding of accounting principles, invoices, payments, and financial recordkeeping.
Ability to accurately maintain records, process paperwork, and follow established procedures.
Ability to manage multiple assignments and prioritize competing deadlines.
Strong problem-solving skills and the ability to work independently.
Ability to handle confidential and sensitive information professionally.
Excellent interpersonal skills and the ability to work effectively with employees, management, customers, and vendors.
Willingness to learn new systems, accept additional responsibilities, and assist with a wide variety of administrative tasks.
Strong work ethic, positive attitude, and commitment to accuracy and professionalism.
PREFERRED QUALIFICATIONS
Previous experience with accounts payable and accounts receivable, preferably in the construction industry.
Experience with QuickBooks or similar accounting software.
Experience working in a construction company, subcontracting business, or related industry.
Familiarity with construction invoices, purchase orders, vendor statements, and customer billing.
Previous experience providing administrative assistance to executives or company owners.
Intermediate or advanced Microsoft Excel skills.
Experience creating and maintaining spreadsheets, reports, and business correspondence.
Experience using electronic filing systems, document management software, or business management applications.
Familiarity with Microsoft Teams, SharePoint, and other Microsoft 365 applications.
Experience coordinating office operations and supporting multiple departments.
Experience handling confidential personnel or financial information.
Ability to identify problems, improve processes, and take initiative without constant supervision.
WORK SCHEDULE & CONDITIONS
This is a full-time, in-office position based at our Norco, California office.
The regular schedule will generally be Monday through Friday during normal business hours.
This position involves extensive computer use, telephone communications, document processing, and coordination with office personnel and management.
Candidates must be comfortable working in a busy office environment where priorities may change and multiple assignments may require attention simultaneously.
Occasional schedule flexibility may be necessary to accommodate business needs.
COMPENSATION
Competitive hourly compensation based on qualifications, experience, accounting knowledge, and administrative capabilities.
Overtime paid in accordance with applicable California law.
We are seeking a long-term employee who is interested in growing with our company and taking responsibility for important office, accounting, and administrative functions.
The right candidate will have opportunities to expand their responsibilities as they develop familiarity with our company, systems, and operations.
HOW TO APPLY
Please respond to this advertisement with your resume or a summary of your relevant professional experience.
In your response, please include:
Your previous receptionist, office administration, or clerical experience.
Your experience with accounts payable, accounts receivable, invoicing, or bookkeeping.
Your proficiency with Microsoft Outlook, Word, Excel, and other office applications.
Any experience using QuickBooks or other accounting software.
Any previous experience working in construction or a related industry.
Your experience supporting executives, management personnel, or business owners.
Your availability and preferred starting date.
Qualified candidates may be asked to complete basic computer proficiency, Microsoft Office, data entry, accounting, and administrative skills assessments.
Perfect Margin Door Company, Inc.
2068 2nd Street
Norco, CA 92860
Perfect Margin Door Company is an Equal Opportunity Employer.
- Principals only. Recruiters, please don't contact this job poster.