Administrative Assistant

Job Description

Job Description

Administrative Assistant – Accounting & Project Support

Position Overview

Complete Staffing has a client seeking a detail-oriented and organized Administrative Assistant to provide administrative, accounting, payroll, and project support to their growing team.

This role is ideal for someone who enjoys wearing multiple hats and has experience working across accounts receivable, accounts payable, payroll, project coordination, and bid/proposal support. The successful candidate will be comfortable working with accounting systems, managing deadlines, maintaining accurate records, and supporting multiple projects simultaneously.

Key Responsibilities

Accounting & Financial Support

• Assist with day-to-day accounts payable and accounts receivable activities.
• Process invoices, payments, receipts, and other financial documentation.
• Assist with account reconciliation and maintaining accurate accounting records.
• Prepare and organize documentation for billing and collections.
• Research and resolve discrepancies as needed.
• Maintain organized electronic and physical financial records.
• Work within Sage 300 to enter, track, and maintain financial information.

Payroll Support

• Assist with biweekly or monthly payroll processing and related administrative activities.
• Review employee time records for accuracy and completeness.
• Assist with payroll reporting and resolving discrepancies.
• Maintain confidential payroll and employee records.
• Coordinate with internal team members to ensure payroll information is submitted accurately and on time.

Project & Bid Support

• Provide administrative support for ongoing projects and project managers.
• Assist with bid preparation, proposals, estimates, and bid documentation.
• Gather information from internal teams and vendors to support bids and project submissions.
• Track bid deadlines, project documentation, and required deliverables.
• Prepare spreadsheets, reports, correspondence, and other project-related materials.
• Assist with maintaining project files and ensuring documentation is complete and organized.
• Coordinate meetings, follow-ups, and administrative tasks related to projects.

General Administrative Support

• Provide day-to-day administrative support to leadership, project managers, and other team members.
• Manage calendars, correspondence, documents, and general office communications.
• Prepare reports, spreadsheets, presentations, and other business documents.
• Maintain accurate records and organized filing systems.
• Communicate professionally with customers, vendors, employees, and business partners.
• Support special projects and other administrative needs assigned.

Qualifications

• 2+ years of experience in an administrative, accounting, project coordination, or office support role.
• Experience with Accounts Payable and Accounts Receivable.
• Previous experience assisting with payroll processing.
• Experience providing project management or project coordination support.
• Experience with bid, proposal, or estimating support preferred.
• Experience using Sage 300 or a similar accounting/ERP system strongly preferred.
• Strong Microsoft Office skills, particularly Excel and Outlook.
• Excellent attention to detail and organizational skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills.
• Ability to handle confidential financial and employee information professionally.
• Self-motivated, dependable, and comfortable working independently.