Office Administrator - Accounts Payable

Job Description

Job Description

Description:

Position Overview

We are seeking a highly organized and detail-oriented Office Administrator who will manage our front desk activities and provide support to Accounts Payable (AP) in partnership with our finance team. This individual will be the backbone of our office environment, managing office supply orders, assisting with new hire onboarding, greeting and directing visitors and deliveries.

Key Responsibilities

Office Administration

• Manage day-to-day office operations, including supplies, inventory, scheduling, correspondence, and vendor coordination.
• Serve as the primary front desk contact, greeting visitors and handling incoming phone calls and general inquiries in a professional and welcoming manner.
• Coordinate new hire onboarding logistics in partnership with Human Resources and Recruiting teams, including workspace preparation and welcome materials.
• Schedule meetings, conference rooms, events, and travel arrangements as required.
• Maintain internal directories, contact lists, and organizational charts.
• Support employee engagement activities, meetings, and company events.
• Provide administrative support to various departments and leadership as needed.
• Maintain accounting records related to accounts payable functions.

Accounts Payable (AP) Support and Back up

• Review, code, and process vendor invoices and employee expense reports, including auto-paid invoices.
• Assist with processing non-automated invoices and payment runs.
• Reconcile AP accounts and resolve discrepancies with vendors.
• Maintain accurate and organized accounts payable records.

Qualifications

• Associate’s degree in business administration, Accounting, or related field (Bachelor’s preferred).
• 2+ years of office administration and/or accounting experience (AR/AP experience strongly preferred).
• Proficiency in Microsoft Office (Excel, Word, Outlook); experience with accounting software such as QuickBooks, NetSuite, or Sage is a plus.
• Strong organizational skills with attention to detail and accuracy.
• Excellent communication and interpersonal abilities.
• Ability to manage multiple tasks, prioritize effectively, and meet deadlines.

What We Offer

• Competitive salary and benefits package, including 401(k).
• Collaborative and supportive work environment.
• Opportunities for professional growth and development.
• The ability to make a meaningful impact on both the financial health and operational efficiency of the company.