Office Administration Assistant

Job description

Established local roofing company looking for an Administrative Office Assistant with data entry experience who is detail oriented and efficient. The Admin Assistant will play a crucial role in customer service and team support within the office. This candidate will assist in maintaining financial records and providing administrative support to the accounting department also. This position requires exceptional multitasking abilities, strong communication skills, and a proactive attitude to ensure the success of our internal processes.

Data entry experience requires assisting accounting with basic expense tracking, document scanning, invoice entry, etc. Previous experience as an AR/AP Clerk or Administrative Assistant and knowledge of QuickBooks would be an advantage.

A successful candidate should have experience with a variety of office software (email tools, spreadsheets & accounting software) and be able to accurately handle administrative duties. Ultimately, the Administrative Office Assistant should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation.

Responsibilities

General Administrative Tasks:
Provide administrative support to various departments as needed, including filing, data entry, and document management.
Manage and coordinate office supplies, equipment, and maintenance.
Assist in preparing reports, presentations, and documentation.

Reception:
Greet and welcome guests with a friendly demeanor as they approach the front desk.
Handle incoming calls, emails, and correspondence, directing them to the appropriate contacts.

Accounts Receivable:
Process and post customer payments accurately and in a timely manner.
Resolve or communicate issues between CRM and financial system.
Monitor and manage customer accounts to ensure timely collection of outstanding balances.
Prepare and send out customer statements and invoices.
Investigate and resolve billing discrepancies or disputes.
Generate AR aging reports.

Accounts Payable:
Process supplier invoices and ensure timely payment.
Reconcile vendor statements and resolve discrepancies.
Assist in preparing and processing payment runs.
Maintain accurate and organized AP records.

Preferred Skills:
Proficient in MS Office Suite (Word, Excel, Outlook).
Knowledge of accounting software (e.g., QuickBooks) is a plus.
Strong organizational and time-management skills.
Positive, Upbeat and Outgoing attitude.
Excellent attention to detail and accuracy.
Effective communication skills, both written and verbal.
Ability to work independently and as part of a team.
Strong problem-solving and analytical abilities.
High School degree; additional qualification as an Administrative assistant or accounting experience will be a plus.
Job Type: Full-time
Pay: From $16.00 per hour
Benefits:
401(k)
401(k) matching
Dental insurance
Health insurance
Paid time off
Vision insurance