Office Administrator

Job Description

Job Description

We're hiring a Office Administrator to run our front office and keep our books. This is the front desk, and it covers a lot of ground. You'll own the day-to-day bookkeeping, accounts receivable, accounts payable, payroll, and the general ledger, and keep our records accurate and reconciled. You'll also be the first person customers, vendors, and drivers reach when they call or come in, and you'll work with vendors directly to get quotes, compare pricing, and negotiate on the things the office buys.

We are looking for someone who's comfortable dealing with vendors and will work to get us a better price instead of just paying the invoice that came in.

Day to Day, You'll

• Handle accounts receivable: invoice customers, post payments, and follow up on past-due accounts.
• Handle accounts payable: enter and pay vendor bills and reconcile statements.
• Run payroll through our provider, Worklio, including taxes and deductions, and make adjustments as needed.
• Keep the general ledger current: journal entries, bank reconciliations, and monthly account and balance sheet reconciliations.
• Enter and maintain orders, invoices, and financial records in Epicor Kinetic, our ERP.
• Use spreadsheets for reporting, budgeting support, and basic data analysis.
• Work with vendors to get quotes, compare pricing, negotiate on office and supply purchases, and keep supplies stocked.
• Cover the front desk by answering the phone, greeting visitors and drivers, and handling mail and email.
• Support the sales team with customer service on things like order status, ship dates, and general questions.
• Keep filing and records organized, including customer files, shipping documents, and the paperwork we need for customer and compliance audits.
• Handle general office administration: schedule meetings and appointments, order office supplies, and back up other office roles when someone is out.

Who We're Looking For

We're looking for someone who:

• Has worked in a similar role, ideally 2 or more years, with a solid grasp of double-entry bookkeeping.
• Has hands-on experience running AR, AP, and payroll, not just entering data under someone else.
• Knows the fundamentals: journal entries, general ledger, and account and balance sheet reconciliation.
• Has used an accounting system or ERP. Epicor Kinetic is a plus; QuickBooks, Xero, Sage, or similar is helpful and transfers over, and we'll train you on ours. Payroll provider experience (Worklio, ADP, Paychex, or similar) is a plus.
• Is comfortable working with vendors and negotiating pricing.
• Is strong in Excel (or Google Sheets) and accurate with 10-key data entry.
• Works independently, stays organized, and keeps several things going at once without losing accuracy.
• Is comfortable in a manufacturing environment.
• Shows up reliably and takes ownership of their work.

What We Offer

• $24 to $27 per hour, based on experience
• Health insurance
• Paid time off and paid holidays
• A consistent Monday-Friday daytime schedule
• A family company that's been around for over 80 years

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

You should be proficient in:

• Leadership / People Management
• Bachelor's Degree
• Labor Management Systems Knowledge
• Language: Spanish
• Standard Operating Procedures (SOPs)
• Human Resources
• Business-to-Business (B2B)
• Tax Preparation
• Scheduling Experience
• Budgeting / Forecasting Experience
• Contract Negotiation Experience