Administrative Assistant with NetSuite AP/AR experience

Job Summary
We are seeking a proactive and detail-oriented Administrative Assistant with strong NetSuite Accounts Payable (AP) and Accounts Receivable (AR) experience to join our dynamic team. In this role, you will be the backbone of our office operations, ensuring smooth financial processes, efficient administrative support, and excellent customer service. Your expertise in office management, data entry, and financial transactions will contribute to maintaining organizational efficiency and supporting our company’s growth. This position offers an exciting opportunity to utilize your diverse skill set in a fast-paced environment where your contributions truly make a difference.

Responsibilities

• Manage and process accounts payable and receivable transactions using NetSuite software, ensuring accuracy and timeliness.
• Handle daily office operations including front desk duties, greeting visitors, and managing multi-line phone systems with professionalism and courtesy.
• Maintain organized filing systems, perform data entry, and proofread documents to ensure clarity and precision across all communications.
• Support calendar management, scheduling appointments, and meetings.
• Provide exceptional customer service by responding promptly to inquiries via phone or email, supporting clients, vendors, and internal teams.
• Assist with office management tasks such as ordering supplies, maintaining office equipment, and overseeing general administrative functions.
• Utilize computer skills including Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace tools, and other relevant software to streamline workflows.
• Perform clerical duties such as filing documents, data entry, proofreading correspondence, and maintaining accurate records for audit purposes.
• Support bookkeeping activities by reconciling accounts, managing invoices, and ensuring proper documentation of financial transactions.
• Demonstrate excellent phone etiquette while handling inquiries professionally and efficiently in a bilingual environment if applicable.
• Purchase Order Management
• Manage accounts receivable and accounts payable processes
• Inventory auditing and reconciliation
• Assist with payroll processing
• Support the team with technical accounting tasks

Experience

• Proven experience as an administrative assistant or office clerk with a strong background in office management and clerical tasks.
• Proficient in bank reconciliation and account reconciliation processes
• Familiarity with accounts receivable and accounts payable procedures
• Ability to perform detailed account analysis and identify discrepancies
• Knowledge of payroll processing and relevant software systems
• Strong attention to detail and organizational skills
• Demonstrated proficiency in NetSuite for AP/AR processes or similar enterprise resource planning (ERP) systems.
• Prior experience with QuickBooks is a plus but not required; familiarity with bookkeeping practices is highly valued.
• Strong computer literacy with expertise in Microsoft Office Suite (Word, Excel) and Google Workspace applications.
• Excellent organizational skills with the ability to multitask effectively in a fast-paced setting.
• Exceptional communication skills including phone etiquette; bilingual abilities are advantageous but not mandatory.
• Previous experience working at a medical or dental office reception or as a personal assistant is beneficial but not essential.
• Knowledge of data entry best practices along with proofreading skills to ensure accuracy across all documentation. Join us to be part of an energetic team where your administrative talents will support our mission of delivering exceptional service while advancing your career!

Job Type: Full-time

Pay: From $18.00 per hour

Expected hours: No less than 36 per week

Benefits:

• Paid time off

Work Location: In person