Position Summary
The Accounting & Office Administrator is responsible for managing the day-to-day financial and administrative operations of the company. This role combines Accounts Payable, Accounts Receivable, and Office Administration duties to ensure accurate financial records, timely processing of transactions, and efficient office operations. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.
Essential Duties and Responsibilities
Accounts Payable
- Process vendor invoices accurately and timely.
- Match invoices to purchase orders and receiving documents.
- Verify approvals and code invoices to the appropriate general ledger accounts.
- Prepare and process weekly check runs and electronic payments.
- Maintain vendor files and records.
- Reconcile vendor statements and resolve discrepancies.
- Respond to vendor inquiries regarding payments.
- Assist with month-end closing activities related to payables.
Accounts Receivable
- Create and distribute customer invoices.
- Enter customer orders
- Record customer payments and maintain accurate customer accounts.
- Monitor outstanding balances and follow up on overdue accounts.
- Process credit memos and customer adjustments as approved.
- Reconcile accounts receivable records.
- Respond to customer billing inquiries.
- Generate aging reports and provide collection updates to management.
- Assist with month-end closing activities related to receivables.
Office Administration
- Answer and direct phone calls, emails, and visitor inquiries.
- Maintain and organize office files, records, and documentation.
- Manage office supplies and equipment.
- Coordinate mail distribution and shipping activities.
- Support management with scheduling, meetings, and administrative projects.
- Maintain company forms, policies, and administrative procedures.
- Assist with employee onboarding paperwork and recordkeeping as needed
- Coordinate service providers and office maintenance activities.
- Manage confidential information with professionalism and discretion.
General Accounting & Administrative Support
- Assist with bank reconciliations.
- Maintain accurate financial and administrative records.
- Support audits and financial reviews as needed.
- Prepare reports, spreadsheets, and documentation for management.
- Ensure compliance with company policies and applicable regulations.
- Perform other duties as assigned.
Qualifications
Education & Experience
- Associate degree in Accounting, Business Administration, or related field preferred.
- 2-5 years of experience in accounts payable, accounts receivable, bookkeeping, or office administration.
- Experience in a manufacturing or small business environment preferred.
Skills & Competencies
- Strong knowledge of accounting principles and office procedures.
- Proficiency in Microsoft Office Suite, especially Excel.
- Experience with QuickBooks.
- Excellent organizational and time-management skills.
- Strong attention to detail and accuracy.
- Effective written and verbal communication skills.
- Ability to maintain confidentiality.
- Ability to prioritize multiple tasks and meet deadlines.
Physical Requirements
- Ability to sit, stand, and work at a computer for extended periods.
- Occasionally lift up to 25 pounds.
- Ability to perform general office activities.
Benefits:
- 4-day work week
- 100% Employer Paid Health Insurance, Health Savings Account, Life Insurance
- Supplemental accident, dental, vision, short-term disability, hospitalization, and cancer insurance
- Paid time off and 7 paid holidays
- 401(k) with company match
How to Apply
Interested candidates should submit a resume and cover letter outlining their relevant experience to [email protected]
Pay: $23.00 - $29.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
Work Location: In person
