Office Administrator / Bookkeeper
Fresh Start Facility Services
Location: Valley Stream, NY
Job Type: Full-Time
Pay: $20.00–$25.00 per hour (Based on Experience)
About Fresh Start Facility Services
Fresh Start Facility Services is a rapidly growing facility maintenance company serving New York, New Jersey, Pennsylvania, and military housing communities. We provide apartment turnovers, painting, porter services, flooring, cleaning, emergency maintenance, and facility solutions for some of the largest property management companies in the region.
As we continue to grow, we’re looking for an organized, energetic, and proactive Office Administrator with bookkeeping and Accounts Receivable experience who wants to grow with our company.
This is not a receptionist position. We’re looking for someone who enjoys taking ownership, solving problems, and making sure things get done without having to be constantly managed.
Position Summary
The Office Administrator / Bookkeeper serves as a central point of coordination for the Company's financial administration and daily office operations. This role is responsible for helping ensure invoices are processed promptly, accounts receivable are actively managed, office workflows remain organized, and administrative priorities move forward consistently. Success in this role requires someone who takes ownership, communicates confidently, follows through reliably, and proactively identifies opportunities to improve efficiency as the Company continues to grow.
What You’ll Be Responsible For
Accounts Receivable (Top Priority)
- Create and send customer invoices accurately and on time.
- Follow up on outstanding balances by phone and email.
- Maintain an accurate Accounts Receivable aging report.
- Work with customers to resolve billing issues professionally.
- Process ACH, check, and credit card payments.
- Help ensure invoices are collected on time to maintain healthy company cash flow.
Accounts Payable
- Enter vendor invoices into QuickBooks.
- Organize subcontractor billing.
- Prepare weekly payment reports.
- Verify invoices before payment.
- Maintain organized vendor records and documentation.
Bookkeeping Support
- Perform QuickBooks Online data entry.
- Record customer payments.
- Match invoices and receipts.
- Upload and organize financial documentation.
- Assist our accountant with bookkeeping tasks as needed.
Administrative & Operations Support
- Answer phones and respond to customer emails professionally.
- Schedule appointments and service calls.
- Support the implementation of our new FieldPulse operating system.
- Create and manage work orders.
- Track completed jobs and documentation.
- Maintain organized digital and physical files.
- Assist ownership and management with administrative projects.
- Take ownership of assigned responsibilities and follow through to completion.
Who We’re Looking For
We’re looking for someone who:
- Is confident and comfortable speaking with customers over the phone.
- Is not shy and isn’t afraid to follow up on unpaid invoices.
- Is a self-starter who doesn’t wait to be told what to do.
- Takes initiative and looks for ways to improve processes.
- Communicates proactively and keeps others informed of important issues.
- Can recognize problems and work toward solutions independently.
- Thrives in a fast-paced environment.
- Is highly organized and detail-oriented.
- Is dependable, professional, and accountable.
- Can manage multiple priorities while staying organized.
- Wants to grow with a company that is expanding rapidly.
- Comfort learning and utilizing new technology platforms and business systems as the Company continues to modernize its operations.
If you’re the type of person who sees something that needs to be done and simply gets it done, you’ll fit in well here.
Qualifications
- Minimum 3 years of administrative experience.
- Minimum 2 years of bookkeeping or accounting experience.
- QuickBooks Online experience required.
- Bi-lingual (English-Spanish)
- Strong Microsoft Office skills (Excel, Word, Outlook).
- Excellent written and verbal communication skills.
- Strong organizational and time management skills.
- Ability to multitask and prioritize workload.
- Demonstrated ability to exercise sound judgment, prioritize competing responsibilities, and make appropriate decisions with minimal supervision.
- Experience in property management, construction, facility services, or another service-based business is a plus.
What Success Looks Like
Within your first 90 days, you’ll be expected to:
- Keep customer invoicing current and accurate.
- Reduce outstanding Accounts Receivable by consistently following up on unpaid invoices.
- Help organize and support the implementation of our new FieldPulse operating system.
- Maintain organized bookkeeping records in QuickBooks.
- Keep the office running efficiently by taking initiative and solving problems without waiting to be asked.
- Demonstrate initiative, ownership, and consistent follow-through while helping create a more organized, responsive, and accountable office environment.
Compensation & Benefits
$20.00–$25.00 per hour, based on experience.
Full-Time, Monday–Friday.
Paid Holidays.
Paid Vacation.
Opportunities for advancement.
Professional development and hands-on experience helping build a rapidly growing company.
Why Join Fresh Start?
We’re building something special.
As we continue implementing new technology, improving our systems, and expanding throughout the Northeast, we’re looking for someone who wants to grow with us.
This is an opportunity to become an important part of a growing company where your work will directly impact our success. If you’re organized, proactive, enjoy working with numbers, and aren’t afraid to take ownership, we’d love to hear from you.
Pay: $20.00 - $25.00 per hour
Benefits:
- Paid sick time
- Paid time off
Work Location: In person
