Office Administrator

Office Administrator

Responsibilities:

Support the accounts payable process by administering electronic and physical inboxes, distribution of invoices and related documents. Assist in recording and reconciling accounts payable for company expenses.

Support the accounts receivable process with production and distribution of customer statements, monitoring and applying payments to customer accounts.

Assists with paying vendors, entering ACH and wire payments for approval as well as setting up recurring payments and following up with A/R customers.

Assist with Human Resource filing and personnel administration, supporting processes such as onboarding, terminations, time keeping, time away/PTO, benefit enrollments, background checks, etc.

Coordinate the company's training programs to ensure that all Safety and other required training and employee certification are carried out are current.

Coordinate office organization and filing.

Purchase and manage supplies and equipment, maintaining inventory of office supplies, sales support materials, business cards, and other items.

Prepare and distribute mail, coordinate package deliveries and mailings, notify recipients of deliveries and handles courier shipping requests. Maintain company phone list, key contact information.

Answer and direct incoming telephone switchboard and respond to general inquiries. Greet clients, vendors and visitors.

Oversee facility management functions such as cleaning crew, maintenance vendors, and overall cleanliness and presentation.

Maintaining general business machines: fax, copier/scanners, postage meter, telephones.

Support the company's vehicle fleet administration and driver compliance (vehicle registrations, toll passes, fuel cards, insurance, driver safety training, etc.)

Provide administrative and other miscellaneous support to Senior Executive Management.

Additional projects including drafting correspondence, presentation, etc. when requested, other ad-hoc duties and responsibilities as assigned.

Experience:

Previous experience in office administration or related field preferred

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)

Strong organizational skills with attention to detail

Excellent communication and interpersonal skills

Ability to multitask and prioritize tasks effectively

Familiarity with phone systems and front desk operations

Must be fluent in English and Spanish

We offer competitive compensation and benefits package. Join our team as an Office Administrator and contribute to the success of our organization. Apply now!