Administrative Assistant

Job Description

Job Description

Benefits: Paid time off Benefits/Perks Competitive Compensation Paid Time Off Career Growth Opportunities Administrative Assistant with QuickBooks Experience Key Responsibilities • Provide daily administrative support to the office, management team, sales team, and operations department. • Answer incoming phone calls professionally, assist customers with basic questions, take messages, process simple orders, and direct calls to the appropriate team member when needed. • Maintain organized digital and physical files, including customer records, vendor information, invoices, purchase orders, receipts, and other business documents. • Enter and maintain customer invoices, vendor bills, payments, expenses, deposits, and basic transactions in QuickBooks Online. • Assist with Accounts Receivable by preparing invoices, sending payment reminders, following up on outstanding balances, and updating customer payment information. • Assist with Accounts Payable by organizing vendor invoices, tracking due dates, preparing payment information, and maintaining vendor records. • Support inventory administration by entering product receipts, tracking inventory movements, updating stock records, and alerting management when products are running low. • Coordinate customer orders, deliveries, service requests, and basic follow-up communication with customers, vendors, and internal team members. • Assist with purchase orders, order confirmations, delivery documentation, and customer account updates. • Maintain calendars, schedules, appointments, and internal administrative communications as needed. • Support management with general office tasks, data entry, document preparation, filing, and other administrative projects. Preferred Qualifications • Previous experience as an Administrative Assistant, Office Assistant, Customer Service Coordinator, or similar role. • Experience using QuickBooks Online for invoicing, bills, payments, expenses, and basic bookkeeping support. • Strong organizational skills, attention to detail, and ability to manage multiple tasks at the same time. • Professional phone manner and strong customer service skills. • Proficiency in Microsoft Office, especially Excel, Outlook, and Word. • Experience with inventory, distribution, food and beverage, coffee, hospitality, or service-based businesses is a plus.