We are seeking an organized and detail-oriented Administrative Assistant to join our team. In this role, you will split your time between general office administration and our accounting department with daily accounts payable and vendor management tasks, and some supporting responsibilities in accounts receivable. The ideal candidate is comfortable managing routine data entry, communicating professionally with vendors, and can multitask well and maintain organization.
Key Responsibilities
Accounts Payable Duties
• Process Invoices: Review, code, and enter vendor invoices and check requests into the accounting system with high accuracy.
• Vendor Communication: Answer vendor inquiries regarding payment status, missing documentation, or invoice discrepancies.
• Record Keeping: Maintain organized electronic and physical filing systems for all paid and unpaid invoices, and receipts.
Accounts Receivable (AR)
• Generate billing: Create and send customer invoices or statements for services rendered.
• Process receipts: Record incoming checks, cash, and electronic payments into the accounting system.
• Handle collections: Monitor aging reports and follow up on delinquent customer accounts.
Administrative Duties
• Office Support: Answer phones, greet visitors, manage incoming/outgoing mail, and order general office supplies.
• Document Management: File, scan, copy, and organize administrative and financial records.
• Scheduling & Coordination: Assist with scheduling meetings, preparing basic reports, and organizing internal documents.
• General Assistance: Provide backup support for other administrative or basic accounting tasks as assigned.
Qualifications & Skills
• Education: High school diploma or equivalent required; Associate’s degree or coursework in Accounting, Business, or a related field is a plus.
• Experience: 1 year of experience in administrative support or basic accounts payable role.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Outlook, and Excel skills). Familiarity with QuickBooks is a plus.
• Soft Skills: Exceptional attention to detail, strong time-management abilities, and clear written and verbal communication skills.
Benefits
• 401(k) with company match, paid time off, Medical/Dental/Vision insurance benefits - 100% paid for the employee
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