Administrative/Accounting Assistant

Key Responsibilities:

• Answer switchboard and greet visitors.
• Handle incoming/outgoing mail (UPS, FedEx, packages), track all incoming deliveries.
• Maintain catering schedule, place orders, order materials/supplies for jobs.
• Manage office supplies and inventory; coordinate janitorial services and office upkeep.
• Schedule equipment maintenance and track leases.
• Maintain general office records and documentation.
• Organize and maintain job files and purchase order records.
• Assist with purchase order inbox and issuing PO numbers; maintain vendor records (W-9s, insurance certificates).
• Run weekly job/operational reports and type letters, reports, and internal documents.
• Support executives with scheduling, research, and special projects.
• Maintain communication with vendors and customers.
• Improve workflows / office efficiency processes.
• Process accounts payable; invoice matching, code invoices, data entry.
• Prepare A/P checks for mailing.
• File paid invoices and maintain A/P records; maintain accurate financial documentation, ensure financial records align with purchase orders.
• Assist with payroll; prepare and submit weekly timesheets.
• Track and record company vehicle mileage.
• Record job-related inventory/requisition costs and support job cost tracking through reports.

Qualifications:

• Associate’s degree (A.A.) or equivalent from a two-year college or technical school; or six months to one year of related experience and/or training; or an equivalent combination of education and experience.
• Proficient in Microsoft Office Suite (Word, Excel), Internet Explorer, and Spectrum software.
• Strong verbal and written communication skills, with the ability to speak effectively before groups and draft professional correspondence and reports.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals.
• Demonstrated ability to solve practical problems and interpret instructions in written, oral, diagram, or schedule form; comfortable working with mathematical concepts, including fractions, percentages, ratios, and basic geometry; familiarity with statistical inference and trigonometry is a plus.
• Experience with accounts payable and payroll processes, including invoice coding, check preparation, and timesheet submission.
• Strong organizational and multitasking abilities; capable of maintaining job files, vendor records, and office documentation with accuracy.
• Experience in front desk operations, including switchboard management and visitor reception; skilled in handling mail logistics and shipping procedures (UPS, FedEx).

Pay: $18.00 - $20.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Retirement plan

Work Location: In person