Office Assistant Receptionist

Job Description

Job Description

The Office Assistant provides administrative, accounting, and project support to ensure the efficient day-to-day operation of the office. This position supports the Office Manager and project team with employee timekeeping, project documentation, estimates, invoices, purchase orders, subcontractor onboarding, accounts payable, data entry, employee requests, recordkeeping, and general office operations.

The Office Assistant is responsible for maintaining accurate and organized records, completing assigned tasks in a timely manner, and providing dependable support across administrative and project-related functions.

Timekeeping & Employee Support

• Review employee timecards for accuracy and completeness.
• Prepare and maintain timecard reports.
• Review Project Manager timecards and enter time into the appropriate work orders (WOs) on a weekly basis.
• Enter and allocate project labor hours in QuickBooks Online (QBO).
• Identify missing or inaccurate time entries and assist with appropriate follow-up.
• Process employee expense receipts and maintain supporting documentation.
• Fulfill employee uniform requests.
• Coordinate and fulfill employee requests for company-issued technology equipment.
• Assist with audits of employee vacation/PTO accruals, employee documentation, and other records as requested.
  

Project Support

• Process purchase orders upon receipt and maintain appropriate supporting documentation.
• Serve as secondary administrative support for project inventory needs.
• Assist the project team with documentation and administrative requests as needed.
  

Accounting Support

• Process and organize receipts, purchase orders, and other financial documentation.
• Assist with accounting and administrative audits as requested.
  

Records & Administrative Support

• Scan, organize, name, and save documents in the appropriate company drive folders.
• Maintain organized electronic and physical filing systems.
• Maintain accurate project and administrative records.
• Perform general data entry and administrative projects.
• Conduct audits and record reviews as requested.
• Assist the Office Manager and Office Assistant Lead with administrative projects, documentation, and operational needs.
  

Office & Facilities Support

• Monitor and restock breakroom supplies as needed.
• Monitor office supply inventory and communicate replenishment needs to the Office Manager.
• Maintain a clean, organized, and professional office environment.
• Monitor common areas and restrooms and replenish paper towels, toilet paper, and other supplies as needed.
• Assist with taking out office trash and maintaining shared spaces as necessary.
• Assist with receiving, organizing, and distributing office deliveries and supplies.
  

Qualifications

• High school diploma or equivalent required; additional education or administrative training preferred.
• Previous administrative, office, clerical, accounting, or project support experience preferred.
• Strong organizational and time-management skills.
• Strong attention to detail and ability to maintain accurate records.
• Ability to prioritize multiple assignments and meet deadlines.
• Effective written and verbal communication skills.
• Ability to work independently and collaboratively with team members.
• Professional, dependable, and willing to assist with a variety of administrative and operational needs.
• Ability to handle employee, financial, client, and company information with discretion and confidentiality.
  

Technical Skills

• Proficiency with computers and general office technology.
• Experience with Microsoft Office and/or Google Workspace.
• Experience with QuickBooks Online (QBO) preferred.
• Experience with ClickUp or similar project- management/accounting systems preferred.
• Ability to learn and effectively use company systems, processes, and filing procedures.
  

Additional Responsibilities

This job description is intended to describe the general nature and level of work performed by the Office Assistant and is not intended to be an exhaustive list of all duties. Responsibilities may be modified or expanded based on business and operational needs. The Office Assistant may be assigned additional administrative, accounting, project, or office-related duties by the Office Manager or management team.

Quality Low Voltage Systems, based in San Jose, CA is a Security Systems Company founded on the idea of customizable Security systems and infrastructure. We collaborate with some of the biggest corporations in the world by providing a variety of Global Low Voltage related services.

Company Description

Quality Low Voltage Systems, based in San Jose, CA is a Security Systems Company founded on the idea of customizable Security systems and infrastructure. We collaborate with some of the biggest corporations in the world by providing a variety of Global Low Voltage related services.