We are seeking a detail-oriented Administrative & QuickBooks Specialist to join our team. This position combines administrative support with QuickBooks Online responsibilities. The ideal candidate is organized, professional, dependable, and comfortable communicating with clients, managing office tasks, and working with financial information in QuickBooks.
Responsibilities
- Answer incoming phone calls professionally and courteously, assist callers with general questions, and direct calls to the appropriate staff member.
- Manage incoming and outgoing emails, respond to routine inquiries, and ensure messages are handled promptly.
- Schedule appointments, meetings, and other activities while maintaining accurate calendars.
- Provide day-to-day administrative support to management, staff, clients, and vendors.
- Maintain organized electronic and paper files, records, documents, and confidential information.
- Enter, update, and maintain accurate financial information in QuickBooks Online.
- Enter and review invoices, payments, deposits, expenses, and other transactions in QuickBooks.
- Perform bank and account reconciliations and research discrepancies or missing information.
- Generate QuickBooks reports and assist with preparing financial information for management review.
- Assist with accounts payable and accounts receivable processes using QuickBooks Online.
- Maintain spreadsheets using Excel or Google Sheets for tracking, reporting, and administrative purposes.
- Assist with payroll-related administrative tasks and maintain accurate employee information.
- Review QuickBooks data and records for accuracy and help resolve errors or inconsistencies.
- Coordinate financial and administrative documentation with clients, vendors, and internal staff.
- Assist with month-end procedures and other QuickBooks-related tasks as needed.
- Support general office operations and take initiative to ensure administrative and financial tasks are completed accurately and on time.
- Maintain professionalism and confidentiality when handling client, employee, and financial information.
Requirements
- Previous administrative or office experience.
- Experience answering phones, managing emails, scheduling appointments, and communicating professionally with clients and vendors.
- Experience using QuickBooks Online is required.
- Comfortable entering, reviewing, organizing, and reporting financial information in QuickBooks.
- Strong computer skills and proficiency with Microsoft Excel or Google Sheets.
- Excellent organizational skills and attention to detail.
- Ability to manage multiple priorities in a busy office environment.
- Strong written and verbal communication skills.
- Ability to work independently, follow through on tasks, and take initiative.
- Previous bookkeeping or accounting experience is helpful but is not the primary focus of the position.
Ideal Candidate
The ideal candidate is someone who can manage the front office, communicate professionally with clients, stay organized, and confidently work in QuickBooks Online. This person should be dependable, detail-oriented, proactive, and comfortable balancing administrative responsibilities with QuickBooks-related tasks.
Pay: $22.00 - $24.00 per hour
Work Location: In person
