We are looking for a reliable experienced Office Administrator. They will undertake administrative tasks, ensuring the rest of the staff has adequate support to work efficiently. The ideal candidate will be competent in prioritizing and working with little supervision. They will be self-motivated and trustworthy. The office administrator ensures smooth running of our company’s accounting office and contributes to driving sustainable growth.
Job responsibilities
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Manage mail, packages, phone calls and other forms of correspondence for accounting staff
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Create and update databases and records for financial and office information, personnel and other data as needed
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Track and replace office supplies as necessary to avoid interruptions in standard front office procedures
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Scan and filing Accounting Office paperwork. Support Accounts Payable for check mailing and distribution
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Coordinate office activities and operations to ensure operational effectiveness
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Support all audits as it relates to documentation and pulling of audit requests as needed
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Support mailing activities related to 3rd party invoicing as needed
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Create and update expense reports/reimbursement forms for Senior Leadership
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Coordinate facilities maintenance including liaison with Landlord and facilities vendors to ensure safe, operating environment
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Support as needed for bank activities including preparing and scanning deposits, downloading bank/credit card activity and statements
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Maintain digital and physical financial records including scanning to financial systems and accounting team records
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Creating expense reimbursement and credit card reports with supporting documents
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Downloading bank and credit card activity from online portal(s)
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Other duties as identified
Skills
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Proven experience as an office administrator, accounting assistant, executive assistant Familiarity with office management procedures and basic accounting processes around Accounts Receivable and Payable
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Excellent organization skills and ability to work independently
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Outstanding communication and interpersonal abilities
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Familiarity with office management procedures and basic accounting principles including maintaining electronic and paper files
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Excellent knowledge of MS Office and office management software (ERP etc.
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Some college coursework with emphasis on business and organizational management. Associate/bachelor’s in business a plus
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Hands-on experience with MS Excel and accounting software (QuickBooks, NetSuite experience a plus)