Office Administrator

Position Overview

This position is part of the Finance and Accounting department of the A Head for Profits (AHFP)
ownership group. This role is responsible for managing vendor payments, processing invoices, and
supporting financial operations to ensure accurate and timely disbursements. This position reports directly
to the Controller and other key executive personnel.

General Duties and Responsibilities

Process and record vendor invoices daily in QuickBooks and other accounting systems including
customer billing portals.
Investigate any missing invoices or receipts
Review and reconcile monthly vendor statements to ensure accuracy and timely resolution of
discrepancies.
Update and maintain vendor records, including W-9s, contact details, and payment preferences -
ACH, wire instructions, credit card number or check.
Communicate with vendors to resolve invoice discrepancies, missing documentation, or payment
issues.
Ensure timely payment of invoices by coordinating approvals and following payment schedules.
Manage and track company expenses, including petty cash, job costing, and expense reports.
Assist in reconciling AP transactions with monthly Profit & Loss (P&L) statements for accurate
financial reporting.
Identify and correct areas of misclassification to increase transparency in reporting.
Become fully knowledgeable with the entire Accounting system of Chart of Accounts and how our
activities translate to the Financial Statements
Coordinate with Operations/Management to obtain missing invoices and necessary details for
accurate accounting records.
Maintain accurate and up-to-date AP records in QuickBooks, Google Drive, and other financial
tracking systems.
Participate in recurring accounting meetings and collaborate with internal teams to improve AP
processes.
Re-prioritize daily and weekly tasks as needed to meet deadlines in a fast-paced environment.
Manage assigned email and respond promptly to internal and external messages
Other duties as assigned by the Controller and key executive personnel.

Required Skills

Customer service
Professional Telephone etiquette
Superb written and verbal communication skills.
Strong time-management skills and multitasking ability.
High school diploma
Proven experience as a bookkeeper, office assistant, or in another relevant administrative role.
Working knowledge of office equipment.
Proficient in Microsoft Office (Word, Excel, Outlook) with the aptitude to learn new software and
systems.
Acute attention to detail.
Experience in quickbooks and other accounting software

Benefits & Compensation:

$18.00-$21.00/hr based on experience
a structured incentive program tied to key performance indicators (AP1, AP2, and AP3),
with pay increases at each level to reward achievement and professional development.
A benefits package valued at more than $10k*. This includes a 401(k) plan with company
matching, medical coverage plans customized to suit your needs, and a commitment to
work/life balance through our paid time off (PTO) programs, paid company holidays
Sick Pay
Growth opportunities

Disclaimer

This job description is not intended to be all-inclusive. Employees may perform other related duties as
negotiated to meet the company's ongoing needs. The acceptance of this agreement results in the
automatic termination of any and all existing contracts.